Senior Administrative Assistant

4 weeks ago

Southampton, United States Motion Recruitment Full time
Global leader in residential real estate franchising and brokerage is seeking an Administrative Assistant for an onsite contract opportunity. The work schedule is Thursday to Monday from 9 am to 5 pm with a 60-minute unpaid lunch break as follows: 2 days in the Southampton office, 2 days in the Westhampton Beach office and 1 day in the East Hampton office.

This position will provide receptionist duties and general administrative support to the Senior Managing Director and Agents.

Contract Duration: 4 Months

Required Skills & Experience
  • Bachelor's degree or equivalent; may consider candidates without a degree given applicable work experience.
  • 1+ years of experience in a customer centric business environment with administrative duties.
  • Proficiency in Microsoft Office Suite.
  • Excellent interpersonal skills both verbal and written.
  • Diligent with excellent organization skills.
  • Ability to interact with both internal and external customers at all levels.
  • Professional demeanor and ability to defuse difficult situations in a calm manner.
  • Ability to prioritize and be flexible with changing business needs in a high-paced team environment.
  • Physically able to bend, stoop, climb, walk, and lift & carry heavy objects (up to 20 lbs).

    What You Will Be Doing

    Daily Responsibilities
    • Answer calls, screen calls, take accurate messages, and provide information to callers.
    • Greet Agents, staff and visitors, ensuring protocols are followed for logging in and out of the office.
    • Work directly with the Office Manager to process transaction paperwork for sales and rentals including tracking and filing all vital paperwork and scanning checks as needed.
    • Handle all office related invoices, submit to Office Manager and/or SMD for approval and Finance Department for payment.
    • Prepare and type board packages, mailing labels, and other documentation.
    • Be proficient in all proprietary systems to assist Agents who have questions or require assistance using those systems. These responsibilities include but are not limited to creation of marketing collateral, all listings data bases, search functionality & submission of deal documentation.
    • Basic operational understanding of office printers and copiers, changing toners as needed.
    • Update all new office exclusive listing activity and Issue weekly & monthly spreadsheet reports on exclusives.
    • Attend all Sales Meetings (virtually) and produce accurate minutes for meetings for distribution.
    • Assist SMD with submission of monthly expense reports.
    • Receive, sort and route mail, e-mail, voice messages accurately and efficiently to appropriate party.
    • Process outgoing USPS mail, UPS and messenger services.
    • Coordinate with the Facility team on repairs.
    • Provide general admin duties; such as, typing, filing, copying, faxing, mailings, etc.
    • Order, maintain, and restock inventory of office supplies, beverages and kitchen supplies.
    • Assist with special projects as needed.

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