Administrative Assistant

About the Role

The Administrative Assistant will assist management with the smooth operation of all office, broker, and administrative support services. The individual will provide brokers with the tools to assist them with their selling, and help increase their productivity for the office and the company. The role requires strong problem-solving skills, the ability to work independently, and a high level of interpersonal skills to provide excellent customer service and effectively interact with staff, brokers, and clients.

Responsibilities

• Handle all responsibilities for the front receptionist desk
• Answer all incoming calls and transfer them accordingly
• Sort and deliver all incoming mail: UPS, USPS, and interoffice
• Call and track messengers for outgoing packages
• Check fax machine for incoming faxes
• Manage all overnight mail
• Maintain all marketing materials for brokers
• Maintain a full supply of marketing materials for pitch packages
• Create pitch packages as requested by brokers
• Maintain a neat and orderly professional working environment
• Maintain the entire front reception area
• Maintain and schedule the conference room
• Maintain and stock the kitchen for full usage
• Perform miscellaneous administrative duties such as drawing up documents, typing board packages and leases, as requested
• Assist brokers and customers with listing questions using LIMO
• Print mailing labels at brokers’ requests for their mailings
• Add postage on agents’ mailings, as needed
• Handle agent mailings
• Enter and correct return mailings into the MailList program
• Filter all USPS mail sent to the mail center

Requirements

• Minimum 2 years of experience in administrative or reception work
• Proficient in Microsoft Word, Outlook, Intranet, and Internet
• Real estate experience is a plus