Administrative Assistant - Palm Beach, Florida

Key Responsibilities

• Front Office & Communication Support:
  • Answer, screen, and route incoming calls; take accurate messages and provide information when needed.
  • Receive, sort, and distribute mail, email, and voicemail efficiently.
  • Manage all outgoing USPS, UPS, and courier services.
• Transaction & Agent Support:
  • Affiliate the Senior Managing Director in processing transaction paperwork for sales and rentals, ensuring all required documentation is tracked, filed, and scanned.
  • Support agents with Corcoran’s proprietary systems, including listing databases, marketing collateral creation, search functions, and deal documentation submission.
  • Prepare and type board packages, mailing labels, and other agent-related documentation.
• Operational & Office Management:
  • Process office-related invoices, submit for proper approvals, and route to Finance for payment.
  • Maintain operational knowledge of office equipment (pc’s, printers, copiers, etc.), including basic troubleshooting and toner replacement.
  • Order, restock, and maintain inventory of office supplies, beverages, and kitchen items.
  • Cook repair needs with the Facilities team.
  • Provide general administrative support including filing, copying, scanning, mailing, and data entry.
• Reporting & Meeting Support:
  • Update new exclusive listing activity and generate weekly and monthly reports.
  • Attend trainings and sales meetings and prepare accurate meeting minutes for distribution.
  • Support special projects as assigned.

Job Requirements

• Bachelor’s degree preferred; candidates without a degree may be considered based on relevant experience.
• Real estate brokerage experience preferred.
• 1+ years of administrative or customer service–focused experience in a fast-paced environment.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Outstanding verbal and written communication skills.
• Highly organized, detail-oriented, and diligent.
• Professional demeanor with the ability to defuse difficult situations calmly.
• Ability to interact professionally with internal team members, leadership, agents, and clients.
• Flexibility to prioritize shifting needs and manage multiple tasks simultaneously.
• Ability to bend, stoop, walk, climb, and lift/carry items up to 20 lbs.