Administrative Assistant

1 week ago

Westfield, United States Weichert Companies Full time
Weichert Co is hiring an Administrative Assistant in Westfield, NJ. The Processing Manager is responsible for providing day-to-day operational assistance to the Market Cluster/Sales Office(s) while supporting the Branch Vice President, Branch Manager and Assistant Manager. The Processing Manager is also responsible for ensuring real estate transactions are successfully processed in a timely manner and information is kept up to date in the local MLS(s) and Weichert transactional systems. The position provides administrative support to the sales leaders of the Market Cluster and oversees all daily office administration within the sales office(s) and provides operational and transactional assistance to the Sales Associates to ensure they have the necessary information and tools needed to conduct their business.

Job responsibilities include, but are not limited to, the following:

  • Maintains the Market Cluster/Sales Office(s)'s daily office administration and day-to-day operation of real estate transaction processing. Follows and incorporates the company guidelines, processes and policy procedures into the daily operation of the real estate business.
  • Maintains all listing and sales transaction files in Weichert's transactional systems including but not limited to OSSII and SkySlope with daily entry/updates, processing of escrow deposit monies, and status changes of transactions.
  • Validates and prepares audit of transaction files in Weichert's transactional systems as compared to data in the local MLS systems on a weekly basis.
  • Coordinates any needed reports and communication with the AUOR partners of newly reported sales, engaging sales associates for client contact information and updating the Huddle reports on a daily/weekly basis.
  • Maintains the Open House Program in the Market Cluster/Sales Office(s) utilizing the Weichert Tools available for entering, scheduling and reporting daily/weekly Open Houses.
  • Processes settled/closed commission files and related activities for sales associates for timely submission to Central office.
  • Maintains the Market Cluster/Sales Office(s)'s advertising placements and daily/weekly/monthly advertising budgets for both paper and electronic social media platforms.
  • Assists sales associates with operational and transactional inquiries, as needed.
  • Works directly with the Central Licensing staff and processes the hiring packages for new sales associates coming into Weichert, handles transfers, terminations as well as compiling the sales associates' complete documentation for the Market Cluster/Sales Office(s).
  • Participates in the onboarding and Market Cluster/Sales Office(s) orientation for new sales associates joining Weichert to assimilate them into the sales office, including assisting new associates in getting connected to the office wifi network and printers.
  • Demonstrates general usage and provides basic knowledge of the Market Cluster/Sales Office(s) technology, as well as the Weichert proprietary systems, tools, technologies, and capabilities to the sales associates. Coordinates appropriate training of the systems, tools and /or support resources for training needs.
  • Orders office supplies for the Market Cluster/Sales Office(s). Works directly with the Operations and Purchasing departments with regard to office supplies and vendors. Performs weekly supply inventory audit.
  • Manages the vendor file for the office and contacts vendors and/or Central Headquarters staff when services are needed for office equipment.
  • Submits purchase requests and processes payment requests through Concur on a regular basis for the Market Cluster/Sales Office(s).
  • Assists Branch Vice President, Branch Manager, Assistant Manager, Regional President and/or RP Assistant, when needed, with preparation of reports or other items, including assisting with the creation of slides for the weekly Sales Meeting as directed.
  • Distributes memos and creates paperwork, as needed, for sales associate information.
  • Updates communications lists for the Market Cluster/Sales Office(s) and maintaining the proper license documentation required by the local and state Real Estate Commission rules and regulations.
  • Creates and maintains storage files for end of year business for the Market Cluster/Sales Office(s).
  • Keeps Sales Leaders informed of information pertaining to actual or potential problems, as they occur, to avoid unpleasant situations.
  • Prepares classroom/meeting rooms and coffee for sales meetings.
  • Keeps conference rooms and customer areas looking presentable and supplied with adequate promotional material, brochures, etc.
  • Collects fees from agents as they apply to insurance, licensing, MLS fees, and group activities.
  • May be responsible for preparing personal marketing materials for the Sales Leaders and sales associates to obtain property listings and new recruits and other marketing tasks as assigned.
  • May be responsible for creating and monitoring the Opportunity Schedule along with answering the phones when needed.
  • Performs other duties as assigned.

The ideal candidate will meet the following requirements:

  • High school diploma or GED
  • Valid driver's license
  • Real Estate License preferred, but not required and to be held in our Weichert Referral Associate Company
  • One (1) year of related experience working in a real estate, title or law office environment preferred
  • Proficiency in Microsoft Office suite of products
  • Must have a general understanding of technology systems and tools, and be able to learn new technology skills as needed
  • Exceptional organizational and administrative skills, including ability to multi-task in a fast-paced environment
  • Strong interpersonal skills and flexibility
  • Must be detail oriented with the ability to follow through on special projects and all tasks assigned
  • Ability to work independently and proactively
  • Good oral and written communication skills
  • Strong attention to detail
  • Basic math skills including addition, subtraction, multiplication, division, percentages, and fractions
  • Knowledge and ability to use typical office equipment (computer equipment, printers, calculators, copiers, all-in-one machines, etc.)

  • Administrative Assistant

    1 week ago

    Westfield, United States Weichert, Realtors Full time

    Weichert Co is hiring an Administrative Assistant in Westfield, NJ. The Processing Manager is responsible for providing day-to-day operational assistance to the Market Cluster/ Sales Office(s) while supporting the Branch Vice President, Branch Manage Administrative Assistant, Sales Associate, Sales Leader, Administrative, Assistant Manager, Real Estate

  • Administrative Assistant

    1 week ago

    Westfield, United States The Walsh Group, Ltd Full time

    Provides general administrative support; duties may include following:Data entry and reporting. Processing invoices, check requests or other departmental paperwork. Maintenance of SharePoint sites and/or a document library. Tracking department certif Administrative Assistant, Administrative, Assistant, Construction

  • Administrative Assistant

    1 week ago

    Westfield, United States J.B. Hunt Full time

    Job Title: Administrative Assistant Department: Administration, Facilities & Secretarial Country: United States of America State/Province: Massachusetts City: Westfield Full/Part Time: Full time Job Summary: Under close supervision, this position provides administrative support and coordinates activities for a department or group of...

  • Financial Administrative Assistant

    4 weeks ago

    Westfield, United States TEKsystems Full time

    Job DescriptionJob DescriptionOur client is seeking a Brokerage Client Assistant for a contingent assignment. In this role, you will be a part of the financial administrative team at a well established financial institution. TEKsystems offers weekly pay and competitive benefits to contractors.Job Title: Brokerage Client AssistantPlacement Type: Contract (13...

  • Construction Administrative Assistant/Handyperson

    1 week ago

    Westfield, United States Redcom Laboratories, Inc. Full time

    Construction Administrative Assistant / HandypersonREDCOM Design & Construction is looking for a high-energy, jack-of-all-trades, to take on both Administrative Support tasks, as well as light handyman/handywoman responsibilities. This position will provide direct and dedicated support to our Special Projects department of three.The position is an onsite...

  • Finance Administrative Assistant

    2 months ago

    Westfield, United States Pedcor Investments Full time

    Pedcor is looking for a highly motivated and entrepreneurial individual to join our multifamily real estate team as a administrative assistant to the finance team. This position will provide an opportunity to assist in the financial structuring and managing of both new developments and an active portfolio of 25,000+ units. ResponsibilitiesPrimary...

  • Administrative Assistant

    1 week ago

    Westfield, United States Infojini Full time

    The main focus of this role is to provide clerical support.Attend and take minutes for all Facility and Environment of Care meetings.Reconcile monthly expenditures.Manage and maintain the hospitals online SDS submissions.Monitor and maintain the Critical Compliance spreadsheet.Support and assist facilities staff with Camis (facility maintenance scheduling...

  • Administrative Assistant

    1 week ago

    Westfield, United States Infojini Full time

    The main focus of this role is to provide clerical support for the Director of Facilities.The candidate will be responsible for the following:Attend and take minutes for all Facility and Environment of Care meetings.Reconcile monthly expenditures.Manage and maintain the hospitals online submissions.Monitor and maintain the Critical Compliance...

  • Administrative Assistant

    1 month ago

    Westfield, United States Infojini Full time

    The main focus of this role is to provide clerical support for the Director of Facilities. The candidate will be responsible for the following: Attend and take minutes for all Facility and Environment of Care meetings. Reconcile monthly expenditures. Manage and maintain the hospitals online submissions. Monitor and maintain the Critical Compliance...

  • Administrative Officer

    7 days ago

    Westfield, Massachusetts, United States Infojini Full time

    Job OverviewWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Infojini. This role will provide clerical support to the Director of Facilities, ensuring seamless day-to-day operations.

  • Administrative Coordinator

    6 days ago

    Westfield, Massachusetts, United States J.B. Hunt Full time

    Job Overview:We are seeking an experienced Administrative Coordinator to provide administrative support and coordination for a department or group of professionals.About the Role:Act as a liaison and interface with employees at all levels, other departments, customers, and outside agencies.Assist management or professional staff with the completion of their...

  • Senior Administrative Coordinator

    7 days ago

    Westfield, Massachusetts, United States Arbors at Westfield Full time

    About the RoleThe Arbors at Westfield seeks a highly skilled Senior Administrative Coordinator to oversee and coordinate office operations. As a key member of our team, you will be responsible for ensuring the efficient execution of daily tasks, maintaining accurate records, and providing exceptional customer service.Salary Range: $60,000 - $80,000 per year,...

  • Construction Administrative Support Specialist

    6 days ago

    Westfield, New Jersey, United States REDCOM Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Construction Administrative Support Specialist to join our team at REDCOM Design & Construction. The successful candidate will provide administrative support to our Special Projects department, as well as perform light handyman tasks.About the RoleThis is an onsite position located at our...

  • Administrative Coordinator

    5 days ago

    Westfield, New Jersey, United States Weichert Companies Full time

    About the Role:We are looking for a detail-oriented and organized Administrative Assistant to provide support to our sales team in Westfield, NJ. This role offers a competitive salary of $45,000 - $60,000 per year and opportunities for professional growth in the real estate industry.Key Responsibilities:This position involves providing administrative support...

  • Administrative Support Specialist: Key Liaison to the Dean of Students

    1 week ago

    Westfield, Massachusetts, United States Westfield State University Full time

    At Westfield State University, we seek a highly skilled and detail-oriented Administrative Support Specialist to serve as a key liaison to the Dean of Students. This exciting opportunity will provide the successful candidate with a chance to work in a fast-paced environment, providing administrative assistance to the Dean and Associate Dean of Students.About...

  • Medical Assistant Specialist

    3 days ago

    Westfield, New Jersey, United States Summit Health Full time

    Overview of the RoleWe are seeking a skilled Medical Assistant to join our team at Summit Health. As a key member of our healthcare team, you will play a vital role in providing high-quality patient care and supporting our physicians and other medical professionals.About the JobThe Medical Assistant is responsible for assisting physicians and other...

  • Enterprise WebSphere Systems Administrator

    7 days ago

    Westfield Center, Ohio, United States Insight Global Full time

    Job OverviewWe are seeking an experienced WebSphere Administrator to join our team at Insight Global. As a key member of our IT department, you will be responsible for the management and administration of our WebSphere application servers.Key Responsibilities:Manage and administer WebSphere application servers in a hybrid cloud environmentAssist with large...

  • Administrative Support Associate

    7 days ago

    Westfield, Massachusetts, United States Infojini Full time

    Purchasing/Accounting AssistantAt Infojini, we are seeking a skilled Purchasing/Accounting Assistant to join our team. As a Purchasing/Accounting Assistant, you will be responsible for copying, filing, and assisting with encumbrances. You will also be required to perform data entry into state software and other clerical tasks as assigned.

  • Healthcare Assistant Training Opportunity

    7 days ago

    Westfield, New York, United States Absolut Care Full time

    We are seeking a motivated and compassionate individual to join our team as a Certified Nursing Assistant (CNA) Trainee at Absolut Care. This is an exceptional opportunity to embark on a rewarding career in healthcare, with paid training and the potential for long-term employment.About the RoleAs a CNA Trainee, you will work closely with experienced...

  • Assistant Nurse Manager of Cardiac Care

    2 weeks ago

    Westfield, United States Clinical Management Consultants Full time

    A prestigious acute care hospital in a charming community actively seeks an experienced and dynamic Assistant Nurse Manager of Cardiac Care to oversee their Cardiac Cath Lab. This unique and exciting position offers immense opportunities for professional growth. This esteemed hospital has a consistent patient outcome rate and offers full-service care to...