Administrative Assistant

Duties & Responsibilities

• Processes and maintains accurate records of all real estate transactions, as required by the state and according to Howard Hanna Real Estate Services policies.
• Accurately reports information to the Office Manager, as well as the Accounting Department.
• Manage and maintain the office's social media platforms (Instagram, Facebook, LinkedIn) by creating, updating, and scheduling content; design graphics and promotional material using Canva.
• Manage daily administrative operations using real estate and office software systems, including MLS platforms, CRM systems, and document management tools.
• Orders installation and removal of signs, as well as maintains office sign inventory.
• Accurately maintains the Lock Box inventory and logs.
• Performs general secretarial duties (typing, filing, etc.) for the office manager and sales agents.
• Processes checks for funds involved in real estate transactions.
• Processes documents for new agents, including dues, board fees and applications.
• Updates real estate transaction data into computer system.
• Answers telephone and greet visitors.
• Requests service when machines need to be repaired; orders office supplies as needed; maintains office in a neat, orderly and attractive manner.
• May perform other duties as assigned.

Transaction Support

• Process earnest money and commission check deposits
• Co-ordinate and process files in conjunction with the TC team

Knowledge, Skills & Abilities Required

• Ability to maintain a positive and professional attitude when interacting with sales associates, clients, vendors and co-workers. Must possess exemplary customer service skills.
• Ability to communicate professionally in oral and written fashion.
• Must possess strong clerical, statistical and administrative skills.
• Proven computer skills and experience in using applications such as Word, Excel, Power Point, Publisher, and Outlook. Must be able to type with accuracy.
• Demonstrated ability to quickly learn and apart to new technology and software systems.
• Prior experience in an office administrative role is preferred.
• High school diploma required; business school education desirable;
• Knowledge of basic accounting, bookkeeping and computer skills required.
• Ability to work independently on confidential material
• Must possess good judgment and problem-solving skills.
• Ability to maintain skills required through training offered by the company or outside sources.
• Experience managing business social media accounts, including creating posts, responding to messages, and maintaining a professional online presence for the office.