Marketing & Administrative Assistant

Job Summary

The Marketing & Administrative Assistant works as part of a team that supports the firm's brokerage, asset services and appraisal divisions with reception and administrative needs. They also provide support to the brokerage department with graphics projects, property marketing, maps and aerial imagery, and neighborhood research.

Essential Functions

• Work well as a team player and maintain good relationships with co-workers in a close-knit team environment
• Support a fast-paced, high-profile sales force with excellent customer service and overall can-do attitude
• Route calls professionally and greet visitors with a polite check-in experience
• Keep an accurate "in/out" log of which brokers, employees, and visitors are in the office
• Receive and distribute faxes, mail, and deliveries; prepare outgoing mail including overnight and courier packages
• Maintain a clean and professional front desk area, keeping equipment and supplies neat and orderly
• Each morning and throughout the day, maintain common areas (kitchen, break rooms, conference rooms, and lobby) and follow sanitization protocols to keep them clean, orderly, and well stocked for the day
• Clean up and put away supplies and dishes in common areas at the end of the day
• Operate and troubleshoot office equipment like printers, copiers, scanners, fax machine, postage meter, etc.
• Maintain inventory of office and break room supplies and pre-printed stationery products
• Avoid approving invoices as assigned by Office Manager ensuring billing and allocation is accurate (i.e., overnight mail, courier, office supplies, box lunches, coffee service, etc.)
• Maintain cash accounts as assigned by Office Manager (i.e., petty cash and parking validation); reconcile the accounts each month
• Schedule and be the administrator for the e-mail distribution system of flyers
• Provide administrative support creating correspondence, legal documents, invoices, and other documents as assigned by the Office Manager
• Enter information into various property and client databases used by the office
• Perform research, special projects, record-keeping, and other miscellaneous duties as needed for the office
• Utilize InDesign to help assemble and edit marketing presentations, proposals, flyers, e-flyers, newsletters, postcards, etc.
• Utilize Photoshop to edit and enhance property photographs and other images
• Use various mapping and demographic software applications to run reports and create customer maps, aerials, and presentations
• Prepare information packages and maps for property tours
• Perform other duties or projects as requested

Essential Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Required Knowledge: Strong computer skills (specifically in MS Office programs Word, Outlook, PowerPoint, Excel)
• Skills and Ability: Customer service oriented with great interpersonal skills to build relationships with employees, brokers, management, vendors, and clients; Ability to work with minimal supervision, know when to ask questions, and lead by example; Ability to speak, write and understand English with excellent grammatical, oral, and written communication skills; Polite and professional communication, telephone etiquette, and professional appearance; Ability to multi-task, prioritize, and utilize resources to execute multiple projects and tasks within a deadline-oriented environment; Highly accurate, attentive, and detail-oriented; Able to function in a team environment, utilizing resources to execute tasks and solve problems; Ability to type a minimum of 65 wpm; Professional level of confidentiality in handling employee and Broker information; Excellent communication skills to be able to function in a team environment to work a project through to completion; Ability to take ownership of assigned tasks with high level of initiative
• Education/Certification: High School Degree or equivalent required, Bachelor’s degree preferred
• Experience REQUIRED: 1+ year(s) office and/or related experience; 1+ year(s) experience using Adobe Creative Suite programs (specifically InDesign, Photoshop, or Illustrator)