Admin Assistant

BROWN HARRIS STEVENS RESIDENTIAL SALES LLC•Town of East Hampton, NY

2d•$50,000 - $52,000

About The Position

The Admin Assistant provides administrative and coordination support to Agents and departments across the organization, including Accounting, Marketing, and Human Resources. The role supports Agents with document preparation, listing-related tasks, client inquiries, daily listing searches, and marketing materials. It also helps maintain consistent, accurate work products and handles sensitive organizational information confidentially. The position includes coordinating business cards, name plates, advertising loans, mail, and mailing trackers, as well as providing backup administrative support and assisting with special projects as needed. An Associate’s or Bachelor’s degree is preferred; at least 2–3 years of administrative support experience is required, preferably in real estate or sales. Two or more years of real estate or related industry experience is highly desirable.

Requirements

Professional and courteous demeanor, with exceptional communication, customer service, and interpersonal skills.
High degree of proficiency with Microsoft 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.
Two to three years of administrative support experience required, preferably in a real estate or sales environment.

Nice To Haves

Associate’s or Bachelor’s degree preferred.
Two or more years of real estate or related industry experience highly desirable.

Responsibilities

Serve as a liaison between Agents and organizational 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 listing 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 mailing trackers for Marketing.
Proofread deliverables and communications.
Ensure consistency and standards in work products.
Maintain the Agent mailbox directory.
Format and produce production-ready marketing pitching materials for client and prospect presentations as needed.
Assist with presentations while maintaining their quality, accuracy, and integrity.
Provide backup administrative support as needed.
Assist with special projects as needed.