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Office Administrator

4 months ago

Pelham, United States Houlihan Lawrence Full time
TEMPORARY estimated 3 month duration

Full time Office Administration & Reception- Pelham

HOULIHAN LAWRENCE

The Future of Real Estate Since 1888

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

Purpose of Job

This position provides administrative support for the branch office sales agents, and branch manager. Serve as liaison between perspective client, 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.

Job Duties and Responsibilities

This administrative position is located at the Front Desk of the Pelham office. It is primarily a receptionist type of position; knowledge of Showing Desk, HGMLS & Beacon is a plus. The successful candidate will understand the culture of the office and behave accordingly. A calm demeanor under pressure is a must

  • Dress appropriately, tending toward conservative attire
  • Answer phones professionally and direct calls as needed
  • Interface with all visitors behaving as the “face and voice” of Houlihan Lawrence
  • Input deals in a timely fashion into Profit Power, review MOA's for accurate buyer/seller splits of commissions and ensure that referrals are accurately accounted.
  • Organize deal files and all listing files, upload appropriate buyer and seller paperwork into Skyslope
  • Obtain photos from agents and upload into files for ease of access for all advertising
  • Maintain lists of window photos and scheduling for rotation, ordering new listing photos for windows as approved by manager
  • Manage advertising in all publications
  • Assist agents as needed with listing input, transaction forms and using company tools such as Moxi Engage
  • Ongoing education in using company tools for agents in order to assist agents as needed.
  • Schedule and coordinate showing appointments often involving numerous calls, emails or texts
  • Keep listings updated on status (A/O continue to show/ A/O, no more showings)
  • Payment of bills and invoicing, tracking expenses
  • Oversee processing and verifying of new listing and sales
  • Unlock and relock doors, move display stands
  • Sort incoming and outgoing mail
  • Book Facebook ads & creatively post to the HL Brokerage Facebook account
  • Keep an orderly front desk, reception, and conference area
  • Print Broker Open House sheets on Tuesday and Thursday
  • Interface with other administrative professional pleasantly
  • 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:

  1. Minimum of high school diploma or the equivalent.
Experience:
  1. One to three years clerical or administrative experience strongly preferred.
Knowledge and Skills:
  1. Strong computer and keying skills. Typing speed of 45-60 w.p.m.
  2. Proficient with Microsoft, Apple, Google
  3. Proficient with Word, Excel, Power Point, Outlook
  4. Self-motivated, organized and detail oriented.
  5. Ability to work independently and to prioritize and handle multiple tasks and projects concurrently.
  6. 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.
  7. Knowledge of real estate, title and/or mortgage business helpful.


Hourly Pay Range: $23-$26 depending on experience

EOE