Office Administrator

4 weeks ago

Rye, United States Houlihan Lawrence Full time

For 125 years, our team of real estate experts has been the market leader in New York City's northern suburbs. We have the largest regional and global network with long-standing international connections and partners in 65 countries.

This position provides administrative support for the Rye office agents and manager. Assists with special projects as needed, has daily responsibilities primarily relating to maintaining the MLS database and HL websites and assists and provides backup to other office staff. Serve as liaison between clients, real estate agents, vendors and other departments within the company. Establish and maintain positive and productive work relationships with all agents, staff, customers, clients, and business partners. Be familiar with and comfortable using the company propriety systems and tools.

Schedule Monday - Friday, 9:00 am – 5:00 pm, with occasional Holiday coverage

Job Duties

Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations.

This administrative position is located in the Administrative Area in the Rye office.This position requires supporting the agents through the use of programs/databases such as Showing Desk, HGMLS & Beacon. The successful candidate will understand the culture of the office and behave accordingly.Candidate must also work well with other office administrators and have a strong knowledge of platforms such as Instagram and Facebook. .

  • Dress appropriately, tending toward conservative attire
  • Exercise good judgement and speak and behave professionally whether in person, on the phone or via email
  • Assist in making appointments when Front Desk calls are overflowing. Appointments may require numerous calls, texts and emails.
  • Coverage for Front Desk administrator as needed
  • Process new listings (upload documents & photos, send thank you letters and Mayfair letters)
  • Code office invoices
  • Handle financial matters using Profit Power
  • Use Excel to type Memorandums of Agreement and email to agents and attorneys
  • Technology support and social media support for office and agents
  • Maintain and restock brochure racks, supply closet, copiers, agent’s computer stations and kitchen area.
  • Type memos, invoices
  • Bring closings checks to the bank when required
  • Interface with other administrative professionals pleasantly
  • Maintain agent RE Licenses
  • Prepare marketing for print ads
  • Other related duties as assigned
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:
  • Bachelor’s degree in business administration or related field; or equivalent work experience and knowledge.
Experience:
  • Three to five plus years of related experience and demonstrated supervisory skills.
Knowledge and Skills:
  • Strong computer and keying skills. Typing speed of 45-60 w.p.m.
  • Proficient with Microsoft, Apple, Google
  • Proficient with Word, Excel, Power Point, Outlook
  • Self-motivated, organized and detail oriented.
  • Ability to work independently and to prioritize and handle multiple tasks and projects concurrently.
  • Effective oral and written communication skills, interpersonal skills a customer-service focus and the ability to work as a member in a team-oriented environment.
  • Knowledge of real estate, title and/or mortgage business helpful.
Other (licenses, certifications, schedule flexibility/OT, travel, etc.):
  • Real estate license preferred
  • Flexibility. Ability to work evenings and weekends when needed.


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

Wage: $25.00 - $29.00 hourly; actual wage is based upon education and experience.

Location: Rye, NY 10580

Equal Opportunity Employer

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