Job Summary:
Perform a variety of administrative tasks to provide company support, growth, and facilitate efficient office operations. A typical day will include the responsibilities listed below, as well as assisting multiple company departments as needed. This position provides a warm welcome to any office visitors, competently handles any assigned tasks, is eager to assist, and shows initiative and thoughtfulness in noticing and fulfilling needs.
Responsibilities of the Office Administrative Assistant:
- Office Management: Reception; Open and Close Office; Maintain Office Supplies and Aesthetic; Receive and sort mail; Scan/deposit incoming checks to appropriate accounts
- Agent Office Support: Answer all agent questions regarding supplies, schedules, using office tech, etc
- Notarization / Closing Services: Obtain Notary and assist with closings when necessary
- Manage Company Communications
- Answer company phone line and social media inboxes, log and route leads to agents (broker sourced)
- Monitor support requests from call/text/email/workplace/googlechat & log in SF
- Post-Close Procedures: Solicit reviews for agents post-close, create anniversary reminders
- Request Logging: Log all requests in Salesforce to include offers, addenda, BPO, listing coordination, marketing.
- Prepare Standard Marketing Requests: Anything with a template - Open House/Just Listed/Under Contract/Closed, etc Escalate advanced requests as needed.
- Prepare contract documents upon request to include offers, addenda, and listing agreements.
- Provide full service listing coordination to include MLS data entry, scheduling of photos and signage, showingtime setup, and description writing.
- Assist with multiple entry-level tasks across multiple companies
Skills of the Office Administrative Assistant:
- Proven experience as an office administrator, office assistant or relevant role
- Familiarity with office management procedures and basic accounting principles
- Excellent communication, phone skills, and interpersonal abilities
- Exceptional organizational skills
- Flexibility
- Ability to prioritize new tasks
- Friendly and professional demeanor
- Proficient computer skills
- Willingness to learn and adapt
Qualifications / Requirements of the Office Administrative Assistant:
- 2-3 years of office management experience in an office required, preferably real estate
- Florida Real Estate license required
- High school degree or equivalent required
- Associate degree or higher preferred
- Experience with Bookkeeping, specifically in QBO, preferred
Benefits/Perks for the Office Administrative Assistant:
- PTO
- Paid Holidays
- Eligible for enrollment in our Group Insurance Policy, after waiting period
Job Type: Full-time
Pay: From $18.00 per hour
Expected hours: 40 per week
Benefits:
- Health insurance
- Paid time off
Schedule:
Education:
- High school or equivalent (Preferred)
Experience:
- Administrative Assistants & Receptionists: 1 year (Required)
- Customer service: 1 year (Preferred)
License/Certification:
- Florida Real Estate License (Required)
Work Location: In person