Branch Assistant

Administrative Assistant

Under the general supervision of the Branch Manager, performs a variety of both complex and routine administrative duties. Assists Manager to ensure efficient operation of the office practices and procedures. Regular, predictable and dependable attendance is essential to satisfactory performance and an essential function of the role. As the first point of contact in the office, appropriate attire and a friendly greeting to guests is important.

Key Responsibilities

1. Keeps records of listings, sales, settlements, and buyer broker agreements in computer systems and processes as required. Updates compensation offered to selling brokers on listings on the Long & Foster website. Compiles usage and opportunity data from core partners and provides weekly reporting to the Branch Manager.
2. Assures compliance with preventive maintenance schedules for office printers, copiers and facsimile machines; coordinates repair requests. Orders and maintains office supplies. Monitors physical maintenance and cleanliness of the office and reports issues to the Property Manager and/or Branch Manager.
3. Ensures full coverage of front desk and phones and schedules relief coverage as necessary. Creates and distributes correspondence using email, voicemail systems and other office communication methods. Organizes and maintains electronic office files.
4. Assists manager with new and transfer agent paperwork, licensing and onboarding and coordinates with the Long & Foster Licensing Department. Uses the Long & Foster intranet and serves as point of contact with several corporate departments. Reviews listing and sales paperwork using checklists and presents documents for final review.
5. Assists in orienting new Sales Associates to the office and company. Serves as point of contact for inquiries and problems. Informs Sales Associates of office policies and procedures. Assists agents with computer issues. Checks MLS daily for new listings, sales and settlements and communicates with agents to ensure required paperwork is obtained.

Education & Training

Required Education: High School Diploma or Equivalent.

Relevant Experience / Knowledge

• 2+ years of administrative experience, preferably in a real estate sales office.
• Extensive working knowledge of Microsoft Office including Word, Outlook, Excel, Publisher, and related applications.
• Excellent interpersonal, verbal and written communication skills with ability to work effectively with different personalities.
• Extensive working knowledge of social media platforms and tools such as Canva or iDesign for creating marketing materials and posts.

Work Environment

Work is performed primarily in an office environment. Regular use of standard office equipment including telephone, computer, printers and copiers. Ability to lift up to 15 pounds. Position requires sitting, standing, bending, kneeling, twisting, walking, reaching and grasping as needed. Frequent interaction with others is required.

Core Competencies

• Customer Focus
• Organizational Awareness
• Quality Orientation
• Attention to Detail
• Computer Literacy
• Planning and Organizing
• Communication
• Teamwork
• Accountability
• Initiative

We offer a full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.