Administrative Assistant

Howard Hanna Real Estate Services•Town of Penfield, NY

21d•$19 - $20•Onsite

About The Position

Under the supervision of the Sales Office Manager, the Administrative Assistant provides administrative, secretarial, and advertising support to the branch office and sales agents. This role involves managing real estate transactions, maintaining office social media, handling inventory, performing general secretarial duties, processing financial documents, and supporting new agent onboarding. The position requires excellent customer service, communication, and organizational skills, along with proficiency in various computer applications.

Requirements

Ability to maintain a positive and professional attitude when interacting with sales associates, clients, vendors and co-workers.
Exemplary customer service skills.
Ability to communicate professionally in oral and written fashion.
Strong clerical, statistical and administrative skills.
Proven computer skills and experience in using applications such as Word, Excel, Power Point, Publisher, and Outlook.
Ability to type with accuracy.
Knowledge of basic accounting, bookkeeping and computer skills required.
Ability to work independently on confidential material.
Good judgment and problem solving skills.
Ability to maintain skills required through training offered by the company or outside sources.
High school diploma required.

Nice To Haves

Prior experience managing or contributing to office social media accounts and creating materials using Canva preferred.
Prior experience in an office administrative role is preferred.
Business school education desirable.

Responsibilities

Processes and maintains accurate records of all real estate transactions, as required by the state and according to Howard Hanna Real Estate Services policies.
Accurately reports information to the Office Manager, as well as the Accounting Department.
Manages and maintains the office's social media platforms (Instagram, Facebook, LinkedIn) by creating, updating, and scheduling content; designs graphics and promotional material using Canva.
Orders installation and removal of signs, as well as maintains office sign inventory.
Accurately maintains the Lock Box inventory and logs.
Performs general secretarial duties (typing, filing, etc.) for the office manager and sales agents.
Processes checks for funds involved in real estate transactions.
Processes documents for new agents, including dues, board fees and applications.
Updates real estate transaction data into computer system.
Answers telephone and greets visitors.
Requests service when machines need to be repaired; orders office supplies as needed; maintains office in a neat, orderly and attractive manner.
Processes earnest money and commission check deposits.
Co-ordinates and processes files in conjunction with the TC team.