Administrative Support Specialist

12 hours ago

Morgan Hill, California, United States Kansas City Title Full time
Job Summary

This role performs daily branch office operations, processes listing and sales contracts, compiles buyer/seller guides, creates basic marketing materials, and sets up and maintains client databases in support of sales associates, management, and branch administrative staff.

Key Responsibilities
  • Receive, process, and/or review listing and sales contracts
  • Maintain accurate and up-to-date files, ensuring all changes are posted with copies and data entry provided to other entities as needed
  • Ensure timely preparation of all paperwork, record, and maintain sold records, and prepare and generate reports
  • Prepare and transfer earnest money
  • Perform daily branch office operations, including maintaining office appearance, distributing and processing mail, processing accounts payable and receivable, reconciling petty cash, and maintaining office supplies and forms
  • Answer switchboard, greet visitors, schedule appointments, and assist with client communications
  • Assist in training new office personnel, provide work direction to other office staff, and train new sales agents on office equipment and computer programs
  • Act as a liaison between sales associates and office management, providing support to office management and back-up support for clerical staff as needed
  • Create brochures, flyers/postcards, sign-in sheets, promotional pieces, letters to clients, presentation materials, sales associate introduction cards, and temporary business cards, as well as assemble buyers and sellers guides
  • Set up and update client and customer sphere of influence databases, create farming databases for sales associates, and process license application paperwork for new, renewing, and transferred sales
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.

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