Administrative Assistant

Howard Hanna Real Estate Services•Town of Penfield, NY

4d•$17 - $20

About The Position

Under the supervision of the Sales Office Manager, the Administrative Assistant provides administrative, secretarial, transaction-processing, and advertising support to the branch office and its sales agents. The role maintains real estate transaction records and data, supports transaction deposits and files, manages office social media content, and helps keep office operations organized.

Requirements

High school diploma required.
Knowledge of basic accounting, bookkeeping, and computer skills required.
Ability to maintain a positive, professional attitude when interacting with sales associates, clients, vendors, and coworkers.
Exemplary customer service skills.
Professional oral and written communication skills.
Strong clerical, statistical, and administrative skills.
Proven computer skills, including experience with Word, Excel, PowerPoint, Publisher, and Outlook; accurate typing ability.
Ability to work independently with confidential material.
Good judgment and problem-solving skills.
Ability to maintain required skills through training offered by the company or outside sources.

Nice To Haves

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

Responsibilities

Process and maintain accurate records of real estate transactions in accordance with state requirements and company policies, and report information to the Office Manager and Accounting Department.
Manage the office’s Instagram, Facebook, and LinkedIn accounts by creating, updating, and scheduling content; create graphics and promotional materials using Canva.
Order the installation and removal of signs and maintain office sign inventory.
Maintain the lock box inventory and logs.
Provide general secretarial support, including typing and filing, for the Office Manager and sales agents.
Process checks and funds involved in real estate transactions, including earnest money and commission check deposits.
Process documents for new agents, including dues, board fees, and applications.
Enter real estate transaction data into the computer system.
Answer telephone calls and greet visitors.
Arrange repairs for office machines, order office supplies as needed, and maintain a neat, orderly, and attractive office.
Coordinate and process files with the transaction coordinator (TC) team.
Perform other duties as assigned.