Administrative Assistant

Essential Duties and Responsibilities

• Maintains the Sales Office(s)’s daily office administration and day-to-day operation of real estate transaction processing.
• Follows and incorporates the company guidelines, processes and policy procedures into the daily operation of the real estate business.
• Maintains all listing and sales transaction files in Weichert’s transactional systems including but not limited to Broker Sumo and SkySlope with daily entry/updates, processing of escrow deposit monies, and status changes of transactions.
• Validates and prepares audit of transaction files in Weichert’s transactional systems as compared to data in the local MLS systems on a weekly basis.
• Covers reports and communication with the Power of Yellow (Mortgage/Title/Insurance/Home Warranty) partners of newly reported sales, engaging sales associates for client contact information and updating the Huddle reports on a daily/weekly basis.
• Maintains the Open House Program in the Sales Office(s) utilizing the Weichert Tools available for entering, scheduling and reporting daily/weekly Open Houses.
• Processes settled/closed commission files and related activities for sales associates for timely submission to Central office/Associate Services.
• Manages the vendor file for the office and contacts vendors and/or Central Headquarters staff when services are needed for office equipment.
• Submits purchase requests and processes payment requests through Concur on a regular basis for the Sales Office(s).
• Assists Branch Vice President, Branch Manager, Assistant Manager, Regional President and/or RP Assistant, when needed, with preparation of reports or other items, including assisting with the updating of slides for the weekly Sales Meeting as directed.
• Distributes memos and creates paperwork, as needed, for sales associate information.
• Updates communications lists for the Sales Office(s) and maintaining the proper license documentation required by the local and state Real Estate Commission rules and regulations.
• Creates and maintains storage files for end of year business for the Sales Office(s).
• Keeps Sales Leaders informed of information pertaining to actual or potential problems, as they occur, to avoid unpleasant situations.
• Prepares classroom/meeting rooms and coffee for sales meetings.
• Keeps conference rooms and customer areas looking presentable and supplied with adequate promotional material, brochures, etc.
• Collects fees from agents as they apply to insurance, licensing, MLS fees, and group activities.
• May be responsible for preparing personal marketing materials for the Sales Leaders and sales associates to obtain property listings and new recruits and other marketing tasks as assigned.
• May be responsible for creating and monitoring the Opportunity Schedule along with answering the phones when needed.
• Performs other duties as assigned.

Minimum Qualifications

• Education, Certification, and License Requirements:
  • High school diploma or GED
  • Valid driver’s license
  • Real Estate License preferred, but not required and to be held in our Weichert Referral Associate Company
• Experience:
  • One (1) year of related experience working in a real estate, title or law office environment preferred
• Knowledge, Skills, and Abilities:
  • Proficiency in Microsoft Office suite of products
  • Must have a general understanding of technology systems and tools, and be able to learn new technology skills as needed
  • Exceptional organizational and administrative skills, including ability to multi-task in a fast-paced environment
  • Strong interpersonal skills and flexibility
  • Must be detail oriented with the ability to follow through on special projects and all tasks assigned
  • Able to work independently and proactively
  • Good oral and written communication skills
  • Strong attention to detail
  • Basic math skills including addition, subtraction, multiplication, division, percentages, and fractions
  • Knowledge and ability to use typical office equipment (computer equipment, printers, calculators, copiers, all-in-one machines, etc.)

The estimated hourly rate for this position is up to $20.00/hour. The rate of pay is dependent upon several factors including the candidate's relevant skills, education, work experience, job location/geographic region, and/or certifications. Weichert offers a comprehensive suite of benefit programs to all eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, Paid Time Off (PTO), Flexible Spending Accounts (FSA), and much more.