Administrative Assistant

Summary:

The Administrative Assistant works closely with the Sales Manager to focus on certain agent and branch functions in order to provide necessary support to the agents and branch to create a more effective and efficient branch operation.

*This is a full time 40 hour per week position- paying hourly rate based on experience! 

Essential Job Function:

• Ensuring office doors are unlocked each morning and locked at close of business.
• Responsible for turning on/off all lights, ensuring the workrooms, common areas and kitchen are in order. Stocking water station and ensuring the coffee maker is clean, full and ready for use. 
• Set up training room as necessary for sales meeting and/or additional office meetings/gatherings.
• Schedule, promote and support agents individually and in group settings on the Howard Hanna Mar/Tech tools with a goal of increasing adoption and efficiency
• Onboarding new and experienced agents
• Process paperwork for agent departures and transfers
• Maintain all office purchasing/supplies
• Maintain all branch workrooms, supplies and equipment, including building maintenance supplies, directional signs, office supplies, warehouse stock items, copier/printer toner
• Manage branch floor duty/opportunity schedules
• Assist sales managers with recruiting packages
• Provide assistance to agents with copiers, computers, and phones – assisting IT department as needed
• Troubleshoot agent ordering
• Submit appropriate Help Desk Tickets to receive tech support/troubleshooting for office equipment
• Assist sales manager with office social media posts including Facebook and Instagram
• New agent training including business systems/technology, paperwork procedures
• Sales meetings agendas
• Process outgoing mail and distribute incoming mail
• Other various administrative agent training and or support to sales managers with RVP approval

Transaction Support:

• Process earnest money and commission check deposits
• Co-ordinate and process files in conjunction with the TC team

Qualifications:

• Associates degree or 3-5 years branch operations preferred
• Proven ability to work well with a varied group of individuals while maintaining a positive and professional manner with all levels of management, agents and staff in person and in writing
• Ability to communicate in a clear, concise and professional manner with all levels of management, agents and staff both in person and in writing
• Proficiency in Outlook, Microsoft 365, Canva Pro, Co-Pilot, and Zoom
• Proficiency in managing social media platforms including Facebook and Instagram
• Ability to train one on one or in small group settings
• High organizational skills in managing multiple projects simultaneously
• Ability to adjust direction when situation warrants
• Work independently without regular direct supervision
• Ability to multi-task and organize such that tasks are completed in an efficient and timely manner