Administrative Assistant Branch

3 weeks ago

Port St Lucie, United States BHHS Florida Realty Full time
This position performs daily branch office operations, processes listing and sales contracts, 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. May provide work direction for clerical staff and coordinate daily general office activities.

This is a part time position working 3 days per week. The 3 days are flexible but need to be the same 3 days every week.

Job Duties and Responsibilities

  1. Receive, process and/or review listing and sales contracts. 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. (40-50%)
  2. Perform daily branch office operations which may include maintaining office appearance, distributing and processing mail, processing accounts payable and receivable, maintaining office supplies and forms. Answer switchboard, greet visitors, schedule appointments and assist with client communications (30-35%)
  3. Assist training new office personnel. Train new sales agents on office equipment and computer programs. Assist agents with basic marketing such as updating agent websites, assisting agents with basic technology issues. 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. Coordinate special events in the office. (10-15%)
  4. Creating marketing materials such as brochures, flyers/postcards, sign-in sheets, newsletters, eCards, drip campaigns/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.
  5. Other possible duties include writing ad copy for real estate listings, preparing press releases for new agents and top producers. (10-15%)
  6. May process license application paperwork for new, renewing and transferred sales associates. Ensure all paperwork is completed and processed in a timely manner. (0-5%)
  7. Perform any additional responsibilities as requested or assigned. (0-5%)


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.

Qualifications

Education:

  • Minimum high school diploma or the equivalent. Secondary education preferred.

Experience:

  • Three years clerical or administrative experience.
  • Experience in a creative capacity with a marketing mind set to assist the agents preferred.

Knowledge and Skills:

  • Knowledge of real estate, title and/or mortgage business preferred.
  • Strong computer skills; proficient in Microsoft Office products.
  • Strong verbal and written communication skills.
  • Ability to prioritize 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.

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

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