Admin Assistant

BROWN HARRIS STEVENS RESIDENTIAL SALES LLC•Town of Amherst, NY

2h•$50,000 - $55,000

About The Position

The Admin Assistant creates a collaborative environment by serving as a liaison between Agents and departments across the organization, including Accounting, Marketing, and Human Resources. The role provides administrative support to Agents and helps ensure that work products and communications are accurate, consistent, and meet organizational standards. Responsibilities include preparing board packages, generating and distributing correspondence and other materials, supporting listing-related tasks, responding to general client inquiries, and sending Agents daily listing searches by 9:00 a.m. The position also coordinates business cards, name plates, advertising loans, mail processing, and mailing trackers. As needed, the Admin Assistant formats and produces production-ready marketing and presentation materials, provides backup administrative support, and assists with special projects.

Requirements

Professional and courteous demeanor, with exceptional communication, customer service, and interpersonal skills.
High degree of proficiency with MS Office products, including Word, Excel, Access, PowerPoint, PDF Converter, and Outlook.
Ability to learn and demonstrate excellent working knowledge of Real Plus.
Ability to maintain the highest level of confidentiality and handle sensitive organizational material.
Strong organizational and time-management skills.
Ability to handle multiple tasks simultaneously and meet designated deadlines.
2–3 years of administrative support experience required, preferably in a real estate or sales environment.

Nice To Haves

Associate's or bachelor's degree preferred.
At least 2 years of real estate or related industry experience highly desirable.

Responsibilities

Serve as a liaison between Agents and departments, including Accounting, Marketing, and Human Resources.
Prepare and copy board packages as instructed by Agents.
Provide administrative support to Agents, including generating letters, copying, faxing, and assisting with mailings.
Assist Agents with uploading listing photos, running credit reports, and responding to general client inquiries.
Run daily listings searches for Agents and email them by 9:00 a.m.
Order and track business cards and name plates for Agents.
Coordinate and track advertising loans between Agents and Marketing.
Process mail and create a mailing tracker to send to Marketing.
Proofread deliverables and communications.
Ensure consistency and standards across work products.
Maintain the Agent mailbox directory.
As needed, format and produce production-ready marketing pitching materials for client and prospect presentations.
Assist with presentations while maintaining their quality, accuracy, and integrity.
Provide backup administrative support as needed.
Assist with special projects as needed.