Marketing & Administrative Assistant

Kidder Matthews•Seattle, WA

19h•Onsite

About The Position

The Marketing & Administrative Assistant works as part of a team that supports the firm's brokerage, asset services and appraisal divisions with reception and administrative needs. They also provide support to the brokerage department with graphics projects, property marketing, maps and aerial imagery, and neighborhood research. The Marketing & Administrative Assistant presents the first impression of the company, so they must set a professional tone at the front desk both on the phone and in person.

Requirements

Strong computer skills (specifically in MS Office programs Word, Outlook, PowerPoint, Excel)
Customer service oriented with great interpersonal skills to build relationships with employees, brokers, management, vendors, and clients
Ability to work with minimal supervision, know when to ask questions, and lead by example
Ability to speak, write and understand English with excellent grammatical, oral, and written communication skills
Polite and professional communication, telephone etiquette, and professional appearance
Ability to multi-task, prioritize, and utilize resources to execute multiple projects and tasks within a deadline-oriented environment
Highly accurate, attentive, and detail-oriented
Able to function in a team environment, utilizing resources to execute tasks and solve problems
Ability to type a minimum of 65 wpm
Professional level of confidentiality in handling employee and Broker information
Excellent communication skills to be able to function in a team environment to work a project through to completion
Ability to take ownership of assigned tasks with high level of initiative
High School Degree or equivalent required
1+ year(s) office and/or related experience
1+ year(s) experience using Adobe Creative Suite programs (specifically InDesign, Photoshop, or Illustrator)

Nice To Haves

Bachelor’s degree preferred

Responsibilities

Work well as a team player and maintain good relationships with co-workers in a close-knit team environment
Support a fast-paced, high-profile sales force with excellent customer service and overall can-do attitude
Route calls professionally and greet visitors with a polite check-in experience
Keep an accurate "in/out" log of which brokers, employees, and visitors are in the office
Receive and distribute faxes, mail, and deliveries; prepare outgoing mail including overnight and courier packages
Maintain a clean and professional front desk area, keeping equipment and supplies neat and orderly
Each morning and throughout the day, maintain common areas (kitchen, break rooms, conference rooms, and lobby) and follow sanitization protocols to keep them clean, orderly, and well stocked for the day
Keep all kitchen equipment including refrigerator, coffee maker, and microwave clean and sanitized
At the end of the day, clean up and put away supplies and dishes in common areas
Operate and troubleshoot office equipment like printers, copiers, scanners, fax machine, postage meter, etc.
Maintain inventory of office and break room supplies and pre-printed stationery products
Approve invoices as assigned by Office Manager ensuring billing and allocation is accurate (i.e., overnight mail, courier, office supplies, box lunches, coffee service, etc.)
Maintain cash accounts as assigned by Office Manager (i.e., petty cash and parking validation); reconcile the accounts each month
Schedule and be the administrator for the e-mail distribution system of flyers
Provide administrative support creating correspondence, legal documents, invoices, and other documents as assigned by the Office Manager
Enter information into various property and client databases used by the office
Perform research, special projects, record-keeping, and other miscellaneous duties as needed for the office
Utilize InDesign to help assemble and edit marketing presentations, proposals, flyers, e-flyers, newsletters, postcards, etc.
Utilize Photoshop to edit and enhance property photographs and other images
Use various mapping and demographic software applications to run reports and create customer maps, aerials, and presentations
Prepare information packages and maps for property tours
Perform other duties or projects as requested