Administrative Specialist

2 days ago

Hendersonville, United States Sumner REALTORS® Full time

Administrative Specialist

 

OUR MISSION:

 

·        A preferred REALTORS® and Industry Partner Association who champions its members, promotes thriving communities, and strongly advocates for the real estate industry.

 

OUR VISION:

 

·        We imagine a thriving community of committed REALTORS® and Industry Partners, empowered by their profession, united in their pursuit of excellence, and dedicated to preserving Sumner County's unique charm as an ideal place to live, work, and play.

 

ABOUT THE ROLE:

 

As an Administrative Specialist, you will be the first point of contact for members, guests, and visitors, ensuring every interaction leaves a positive and lasting impression. You’ll manage front office operations with professionalism and hospitality while supporting the Association’s marketing, event planning, and communications efforts. This role involves various administrative tasks focused on maintaining smooth office operations, assisting the team, and contributing to essential marketing, event coordination, and membership support. Strong organizational skills, responsibility, and excellent customer service are crucial to success in this position.

 

ESSENTIAL FUNCTIONS:

 

Administrative and Office Support:

 

  • Front Desk Management: Serve as the first point of contact for visitors, members, and guests, answering phone calls and managing emails.
  • Customer Service: Handle inquiries, resolve minor issues, and provide excellent customer service to members and guests, ensuring a positive experience.
  • Appointment Scheduling: Help manage office calendars, set up committee meetings, coordinate meeting materials, and organize other activities, events, and classes.
  • Data Entry & Database Management: Accurately enter and update information in the database, such as membership, payment processing, class and event registrations, and inventory tracking.
  • Document Preparation: Create, edit, and format documents, including reports, agendas, presentations, and meeting minutes.
  • Supply Management: Help monitor office supplies, place orders, and ensure the office is well-stocked and organized.

 

 

Membership and Event Coordination:

 

  • Membership Processing: Assist with processing membership applications, renewals, and updates to member records.
  • Event Assistance: Help with event planning logistics, including sending invitations, tracking RSVPs, and preparing materials for events and meetings.
  • Promotions Support: For events and marketing purposes, create flyers, brochures, and other light promotional materials using tools like Canva or Microsoft Office.
  • Social Media Assistance: Help schedule social media posts and update content for engagement with members and the public.

 

Project Coordination:

 

  • Essential Project Management: Help organize and track projects, ensuring you meet deadlines and complete tasks.
  • Special Assignments: Support the CEO and other staff team members with ad hoc projects, such as preparing reports, doing research, or organizing data.

 

General Office Maintenance:

 

  • Filing & Record Keeping: Organize digital and physical files for easy access and manage the filing system.
  • Payment Processing: Handle payment processing for membership dues, event fees, and store purchases.
  • Reception Duties: Manage daily office flow, including greeting visitors, handling deliveries, and organizing mail.

 

QUALIFICATIONS

 

  • Strong interpersonal skills with the ability to create a welcoming and professional environment.
  • Proven experience in office management, administrative support, or customer service.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Canva for content creation.
  • Strong written and verbal communication skills, with an eye for detail.
  • Experience with social media platforms and email marketing tools is preferred.
  • Ability to prioritize tasks effectively in a fast-paced environment, with the flexibility to pivot when needed.
  • Comfortable with occasional off-hours events for event support and coverage.

 

WORK ENVIRONMENT & PHYSICAL DEMANDS

 

  • Ability to walk, stand, or sit for extended periods.
  • Capable of lifting up to 20 pounds.
  • Flexibility for non-traditional hours during events.
  • Ability to maintain professionalism during long meetings or busy office hours.

 

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