We have an exciting opportunity for an experienced administrative assistant who likes a lot of work variety. This position performs daily branch office operations, processes listing and sales contracts, ensures accurate and timely preparation of all paperwork, compiles buyer / seller guides, creates basic marketing materials and sets up and maintains client data bases in support of sales associates, management and branch administrative staff. Perform any additional responsibilities as requested or assigned.
This is a full-time position that must work Saturday and a combination of 4 week days.
Job Duties and Responsibilities (Essential Job Functions)
Common job activities are listed below; actual position responsibilities may vary. Refer to you manager or human resources for specific duties and performance expectations.
- Receive, process and/or review contracts.
- Review and process closings, to include submitting paperwork to home office.
- Maintain files to ensure all changes generated are posted with copies and data entry provided to/for other entities as needed. Ensure accuracy and timely preparation of all paperwork, record and maintain sold records and prepare and generate reports. Prepare and transfer earnest money. Make deposits through CashPro system.
- Perform daily branch office operations which may include maintaining office appearance, distributing and processing/posting mail, processing accounts payable and receivable, maintaining office supplies and forms, update/maintain office lists, manage inventory of office supplies, process vendor invoices,
- Schedule showings via ShowingTime. Create posts for Facebook, Instagram, and Pinterest.
- Answer phones, greet visitors, schedule appointments and assist with client communications.
- Assist training new office personnel. May provide work direction to other office staff.
- Train new sales agents on office equipment and computer programs. Assist with new agent onboarding (ie: alarm codes, etc.). Create feature sheets, postcards and emails for agents as needed. Assist agents with social media, office equipment, and internal software.
- Act as a liaison between sales associates and office management. May provide support to office management and back-up support for clerical staff as needed.
- Create brochures, flyers/postcards, sign-in sheets, promotional pieces as assigned. Create letters to clients, presentation materials, sales associate introduction cards and temporary business cards. Assemble buyers and sellers guides. Set up and update client and customer sphere of influence databases; create farming database for sales associates.
- May process license application paperwork for new, renewing and transferred sales associates. Ensure all paperwork is completed and processed in a timely manner.
- Update/maintain transaction log and sales meeting stats
- Cross-train to; create open house email blasts through proprietary software, review and process listings.
- Perform any additional responsibilities as requested or assigned.
Performance Expectations
- Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
- Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
- Establish and maintain positive and productive work relationships with all staff, customers and business partners.
- Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
- Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.
- Demonstrate professional image including professional attire.
Qualifications
Education:
- Minimum high school diploma or the equivalent. Secondary education preferred.
Experience:
- Three years clerical or administrative experience.
Knowledge and Skills:
- Knowledge of real estate, strongly preferred.
- Knowledge of MLS Matrix, strongly preferred.
- Strong computer skills; proficient in Microsoft Office products and social media platforms.
- Strong verbal and written communication skills.
- Ability to prioritize/multi-task and handle multiple tasks and project concurrently.
- Strong organizational skills, accuracy/quality, detail-oriented.
- Strong interpersonal skills, a customer service focus and the ability to work as member in team-oriented environment.
- Effective analytical and problem-solving skills. Attention to detail.
- Experience using various office equipment
We offer a competitive benefits package including medical, dental, vision, 401(k), paid time off and life insurance options. Apply today to join our team of experienced industry leaders!
Equal Opportunity Employer
Job Type: Full-time
Pay: $19.00 - $21.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Experience:
- Customer service: 1 year (Required)
Ability to Commute:
- Vero Beach, FL (Required)
Work Location: In person