Administrative Assistant - New York, NY

Anywhere•New York, NY

17h•Onsite

About The Position

We are seeking an Administrative Assistant to support one of offices in the Manhattan Market. This position will provide general administrative support to the Senior Managing Director, Office Manager and Agents. This opening requires in person work in the office for the following: 5 days per week Monday to Friday from 9:30 am to 5:30 pm. Responsibilities include, but are not limited to: Answer and screen calls, take accurate messages, and provide information to callers using the main switch board at the front desk. Meeting and greeting staff, agents and office visitors. Calendar management for multiple conference rooms. Order, maintain, and restock inventory of office supplies, beverages and kitchen supplies. Back up with processing outgoing USPS mail, UPS and messenger services. Prepare and type board packages, mailing labels, and other documentation. Provide general admin duties, such as, typing, filing, copying, faxing, mailings, etc. Work directly with the Office Manager to process transaction paperwork for sales and rentals including tracking and filing all vital paperwork and scanning checks as needed. Handle all office related invoices, submit to Office Manager and/or SMD for approval and Finance Department for payment as needed. Be proficient in all Corcoran’s proprietary systems to assist Agents who have questions or require assistance using those systems. These responsibilities include but are not limited to creation of marketing collateral, all listings data bases, search functionality & submission of deal documentation. Basic operational understanding of office printers and copiers, changing toners as needed. Update all new office exclusive listing activity and Issue weekly & monthly spreadsheet reports on exclusives. Attend all Sales Meetings and produce accurate minutes for meetings for distribution. Receive, sort and route mail, e-mail, voice messages accurately and efficiently to appropriate party. Assist with special projects as needed.

Requirements

Bachelor's degree or equivalent; may consider candidates without a degree given applicable work experience.
1+ years of experience in a customer centric business environment with administrative duties.
Proficiency in Microsoft Office Suite.
Excellent interpersonal skills both verbal and written.
Diligent with excellent organization skills.
Ability to interact with both internal and external customers at all levels.
Professional demeanor and ability to defuse difficult situations in a calm manner.
Ability to prioritize and be flexible with changing business needs in a high-paced team environment.
Physically able to bend, stoop, climb, walk, and lift & carry heavy objects (up to 20 lbs).

Responsibilities

Answer and screen calls, take accurate messages, and provide information to callers using the main switch board at the front desk.
Meeting and greeting staff, agents and office visitors.
Calendar management for multiple conference rooms.
Order, maintain, and restock inventory of office supplies, beverages and kitchen supplies.
Back up with processing outgoing USPS mail, UPS and messenger services.
Prepare and type board packages, mailing labels, and other documentation.
Provide general admin duties, such as, typing, filing, copying, faxing, mailings, etc.
Work directly with the Office Manager to process transaction paperwork for sales and rentals including tracking and filing all vital paperwork and scanning checks as needed.
Handle all office related invoices, submit to Office Manager and/or SMD for approval and Finance Department for payment as needed.
Be proficient in all Corcoran’s proprietary systems to assist Agents who have questions or require assistance using those systems. These responsibilities include but are not limited to creation of marketing collateral, all listings data bases, search functionality & submission of deal documentation.
Basic operational understanding of office printers and copiers, changing toners as needed.
Update all new office exclusive listing activity and Issue weekly & monthly spreadsheet reports on exclusives.
Attend all Sales Meetings and produce accurate minutes for meetings for distribution.
Receive, sort and route mail, e-mail, voice messages accurately and efficiently to appropriate party.
Assist with special projects as needed.