Administrative Assistant Real Estate Office

Brown Harris Stevens Residential Sales•Sag Harbor, NY

6d•Hybrid

About The Position

This is a floating position between our offices on different days, working Friday through Tuesday. The role involves creating a collaborative environment as a liaison between Agents and Departments within the organization, including Marketing. The Administrative Assistant will provide essential administrative support to Agents, including generating letters, copying, faxing, assisting with mailings, uploading photos for listings, and responding to general inquiries. The position requires a strong, helpful attitude and involves entering listings into the listing systems, proof-checking work, ordering and tracking business cards and name plates, coordinating and tracking advertising loans, processing mail, and creating mailing trackers. The role also includes proofreading all deliverables to ensure consistency and standards are met, maintaining the Agent mailbox directory, formatting and producing marketing materials for presentations, and providing back-up administrative support and assistance with special projects as needed. The hours for this position are Friday through Tuesday, 9:30 am to 5:00 pm.

Requirements

Professional and courteous demeanor with exceptional communication, customer service and interpersonal skills required.
Must possess a high degree of proficiency with MS Office products including Word, Excel, PDF Converter, and Outlook and OneDrive.
Must be able to maintain the highest level of confidentiality.
Ability to handle sensitive material concerning the organization.
Strong organizational/time management skills required.
Ability to handle multiple tasks simultaneously and meet designated deadlines.
Strong Office Skills necessary.
2-3 years of administrative support experience required.

Responsibilities

Create a collaborative environment as a liaison between Agents and Departments within the organization, including Marketing.
Provide administrative support to Agents, which includes generating letters, copying, faxing, assisting with mailings, etc.
Assist Agents with uploading photos for their listings, and responding to general inquiries.
Enter listings into the listing systems and proof check.
Order/track business cards and name plates for all Agents.
Coordinate and track all advertising loans between Agents and Marketing.
Process mail, and create the mailing tracker to be sent to Marketing.
Proof read all deliverables, communications, etc.
Ensure consistency and standards are met on all work products.
Maintains the Agent mailbox directory.
Format and produce production-ready marketing pitching materials for client and prospect presentations, and assist with presentations maintaining overall presentation quality, accuracy, and integrity.
Provide back-up administrative support as needed.
Assist with special projects as needed.