ADMINISTRATIVE ASSISTANT

Bear Property Management•Pleasant Prairie, WI

About The Position

Provides comprehensive administrative, operational, and front-desk support across Bear Real Estate Group. This role serves as a central point of coordination for office operations, mail processing, phone coverage, assisting walk-in customers, escalating and tracking customer issues, supplies management, employee support tasks, and corporate credit card administration, while maintaining a high level of professionalism, accuracy, and confidentiality.

Requirements

Two years related experience, or equivalent combination of education and experience.
Excellent verbal and written communication skills.
Commitment to excellence and high standards.
Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
Strong interpersonal skills.
Ability to understand and follow written and verbal instructions.
Ability to deal effectively with individuals at all organizational levels.
Good judgment with the ability to make timely and sound decisions.
Ability to work independently and as part of a team.
Acute attention to detail.

Responsibilities

Serves as the first point of contact for walk-in customers, providing courteous, professional, and responsive assistance.
Listens to customer questions, concerns, or complaints and gathers relevant information to ensure accurate understanding of the issue.
Appropriately escalates customer concerns to the correct internal department or individual based on issue type.
Tracks customer issues and complaints to ensure proper documentation, timely follow-up, and resolution.
Communicates status updates as needed and ensures follow-through with internal teams until issues are resolved or transferred to the appropriate owner.
Maintains professionalism and discretion when handling sensitive or confidential customer matters.
Answers and directs incoming phone calls in a professional and courteous manner.
Screens calls, forwards voicemails, and ensures messages are delivered to appropriate personnel in a timely fashion.
Receives, opens, sorts, scans, and distributes incoming mail to appropriate departments with a high degree of accuracy and attention to detail.
Processes outgoing mail, including applying postage, preparing certified mail, and ensuring timely delivery to postal or courier locations.
Creates and manages FedEx shipping labels and coordinates daily package drop-offs within required deadlines.
Identifies and routes specialized mail (legal, compliance, development, accounting, vendor inquiries) to the appropriate internal contacts.
Maintains and updates the employee directory; prepares and distributes printed copies as needed.
Manages employee birthday and anniversary tracking, including calendar entries, card coordination, and celebratory arrangements.
Assists with employee-related tasks such as preparing and sending baby gifts and supporting internal acknowledgements.
Stocks and maintains kitchen, realty, and conference room areas, including beverages, utensils, paper goods, and coffee stations.
Oversees routine cleaning schedules for refrigerators and shared equipment; communicates clean-out schedules and performs periodic deep-cleaning tasks.
Monitors office cleanliness and coordinates trash and recycling removal as needed.
Orders office supplies, business cards, name plates, printer toner, postage supplies, and other operational materials.
Maintains inventory levels and communicates supply needs to management.
Coordinates return of used cartridges and ensures supplies are stored appropriately upon arrival.
Codes and reconciles corporate credit card transactions, ensuring receipts are obtained, attached, and properly documented.
Follows established coding standards, including operating company, purchaser, and item/service details.
Communicates with cardholders to obtain missing documentation and ensures monthly completion deadlines are met.
Performs general clerical duties including filing, scanning, photocopying, and correspondence preparation.
Maintains organized filing systems for physical and electronic records.
Assists with special projects, training participation, and other administrative tasks as assigned by management.
Demonstrates discretion and professionalism when handling confidential and sensitive information.