Administrative Assistant

Brown Harris Stevens Residential Sales • Southampton, NY

16d • Onsite

About The Position

This role serves as a liaison between Agents and various Departments (Accounting, Marketing, Human Resources, etc.) to foster a collaborative environment. The Administrative Assistant will provide comprehensive support to Agents, ensuring accuracy and adherence to standards in all work products. This includes preparing board packages, generating correspondence, managing mailings, assisting with client inquiries, and coordinating advertising efforts. The position also involves maintaining directories, formatting marketing materials, and providing back-up support as needed.

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, Power Point, PDF Converter, and Outlook.
• Ability to learn and demonstrate excellent working knowledge of Real Plus.
• Ability to maintain the highest level of confidentiality.
• Ability to handle sensitive material concerning the organization.
• Strong organizational/time management skills.
• Ability to handle multiple tasks simultaneously and meet designated deadlines.
• 2-3 years of administrative support experience required, preferably in Real Estate or Sales environment.

Nice To Haves

• Associates or Bachelor’s degree preferred.
• 2 years or more of real estate or related industry experience highly desirable.

Responsibilities

• Act as a liaison between Agents and Departments (Accounting, Marketing, Human Resources, etc.) to create a collaborative environment.
• Accurately 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 photos for listings, running credit reports, and responding to general client inquiries.
• Run daily listings search for Agents and email to all daily by 9:00 am.
• Order and track business cards and name plates for all Agents.
• Coordinate and track all advertising loans between Agents and Marketing.
• Process mail and create a mailing tracker to be sent to Marketing.
• Proofread all deliverables and communications to ensure consistency and standards are met.
• Maintain the Agent mailbox directory.
• Format and produce production-ready marketing pitching materials for client and prospect presentations, and assist with presentations, maintaining overall quality, accuracy, and integrity.
• Provide back-up administrative support as needed.
• Assist with special projects as needed.

Benefits

• Full-time position
• Eligible to participate in all of the Company's benefit after meeting its eligibility period.
• Salary is commensurate with experience.
• Equal Opportunity Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree