Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant
Company: Bucks County Estate Traders
Location:  Hatfield, PA
Reports To: Executive Management

Bucks County Estate Traders is seeking a highly adaptable and driven Administrative Assistant to join our team. Unlike a traditional administrative role, this position is a dynamic, cross-functional generalist role designed to support the company’s highest-priority initiatives while helping us build scalable, repeatable processes.

Working directly at the request of Executive Management, you will serve as a vital internal resource, floating seamlessly between Customer Experience, Marketing, Logistics, and Technology. The ideal candidate is a proactive problem-solver who thrives in a fast-paced environment, can quickly pivot to address the company’s greatest operational needs, and has a keen eye for documenting how things work.

• Executive & Strategic Support: Act as the right hand to Executive Management, taking on special projects and shifting focus daily or weekly based on the company's most pressing goals.

• SOP Creation & Training: Observe and document departmental workflows to create comprehensive Standard Operating Procedures (SOPs). Use these materials to lead cross-training initiatives and assist in onboarding new hires, ensuring company-wide consistency.

• Customer Experience (CX): Step in to support client communications, resolve inquiries, manage customer feedback, and ensure a seamless, high-end experience for buyers and sellers.

• Marketing & Sales Support: Assist with listing creations, content updates, social media coordination, and email marketing campaigns during peak promotional periods.

• Logistics & Operations: Help coordinate inventory management, track shipping and receiving schedules, and liaise with drivers and warehouse staff to clear operational bottlenecks.

• Technology & Data Administration: Assist with basic tech troubleshooting, CRM data entry, inventory database management, and the implementation of new software tools across teams.

• Cross-Functional Agility: Rapidly learn the core functions of each department to provide effective cover during staff absences, busy seasons, or major company transitions.

• Extreme Adaptability: Proven ability to switch gears quickly, learn new systems on the fly, and manage competing priorities without getting overwhelmed.

• Process-Oriented Mindset: Strong attention to detail with the ability to break down complex workflows into clear, easy-to-follow documentation and training materials.

• Stellar Communication: Excellent written and verbal communication skills, with the ability to interact professionally with executives, warehouse staff, and high-net-worth clients alike, as well as patiently train team members.

• Tech-Savvy: Comfortable navigating various software platforms (CRMs, inventory management systems, Microsoft Office/Google Workspace) and a quick learner when introduced to new tech.

• Problem-Solving Approach: A proactive thinker who doesn't just wait for instructions but actively looks for ways to standardize, improve, and streamline processes to relieve pressure on busy teams.

• Experience: Previous experience in an administrative, operations, or generalist role is preferred. Experience writing SOPs or conducting team training is a significant advantage.

This is not a position where you will be stuck behind a desk doing the same thing every day. You will get a front-row seat to how the entire business operates, gain hands-on experience in multiple departments, and work directly with decision-makers to build the systems that will drive the company forward.