Administrative Assistant

Baird & Warner•Chicago, IL

3d•Onsite

About The Position

Baird & Warner Real Estate is seeking a dynamic Administrative Assistant to support Real Estate Sales Professionals at their Lincoln Park East office. The company culture emphasizes support, independence, career growth, community involvement, and work/life balance, having been recognized as a Top Workplace by the Chicago Tribune multiple times. The Administrative Assistant will be a key member of the team, responsible for daily tasks that ensure the organization runs efficiently. This role is crucial for maintaining optimal operational efficiency and serving as the first point of contact for internal and external customers. The ideal candidate should be customer-focused, detail-oriented, computer-savvy, an excellent communicator, and highly professional, with high energy and enthusiasm. While real estate experience is not required, it is considered a bonus, and the company is willing to coach driven individuals.

Requirements

Strong written and verbal communication skills
Positive attitude and professionalism
Ability to multi-task & prioritize
Strong computer skills - including Google platform and Microsoft Office
Motivated, self-starter who can work independently and as part of a team
Excellent organizational skills and attention to detail
Adaptability and flexibility are key factors for someone to succeed in this role
Desire to grow in your position and accept new responsibilities
Professional appearance
Proactive
High school diploma or equivalent required.

Nice To Haves

Real estate knowledge is a plus
Previous real estate experience preferred.
Administrative assistant experience preferred.

Responsibilities

Greet visitors, answer incoming calls, and route questions to appropriate departments.
Manage front desk location’s email inbox, triaging questions and supporting internal and external customers.
Schedule meetings and prepare conference rooms accordingly.
Create and manage all aspects of MLS listings, and manage related documents needed for compliance on behalf of agents.
Oversee mail and package fulfillment, both incoming and outgoing.
Confidently and securely open and close office as shift requires, following detailed procedures and instructions.
Perform administrative duties as needed, such as ordering, maintaining, and restocking of office supplies and inventory.
Process photos for agents and marketing on both the MLS and in creating brochures.
Work collaboratively with the Marketing team on signage orders, billing, and data collection to streamline work across offices.
Ability to travel to any of our offices in Chicagoland area as needed.
Work with accounts receivable on issuing receipts for both agents and clients, processing check payments, and facilitating customer satisfaction.
Support data driven projects for the administrative and management teams to drive effective and qualitative change for the organization.
Assist in planning and facilitating office-wide events to engage agents and contribute positively to company culture.