Administrative Assistant Jobs in Lakeland, TN

About The Position

Requirements

• High school diploma or GED.
• Valid driver's license.
• Proficiency in Microsoft Office suite of products.
• General understanding of technology systems and tools, with ability to learn new technology skills as needed.
• Exceptional organizational and administrative skills, including the ability to multitask in a fast-paced environment.
• Strong interpersonal skills and flexibility.
• Detail-oriented, with the ability to follow through on special projects and assigned tasks.
• Ability to work independently and proactively.
• Good oral and written communication skills.
• Strong attention to detail.
• Basic math skills, including addition, subtraction, multiplication, division, percentages, and fractions.
• Knowledge of and ability to use typical office equipment, including computer equipment, printers, calculators, copiers, and all-in-one machines.

Nice To Haves

• Real estate license preferred, but not required; if held, it must be held in the Weichert Referral Associate Company.
• One year of related experience working in a real estate, title, or law office environment preferred.

Responsibilities

• Maintain daily office administration and real estate transaction processing, following company guidelines, processes, and policies.
• Maintain listing and sales transaction files in Weichert systems, including OSSII and SkySlope; enter and update information, process escrow deposits, and update transaction statuses.
• Validate transaction files and audit them against local MLS data weekly.
• Coordinate reports and communication with AUOR partners regarding newly reported sales, obtain client contact information from sales associates, and update Huddle reports daily or weekly.
• Maintain the Open House Program using Weichert tools for entering, scheduling, and reporting open houses.
• Process settled and closed commission files and related activities for timely submission to the Central office.
• Maintain advertising placements and daily, weekly, and monthly advertising budgets for print and electronic social media platforms.
• Assist sales associates with operational and transactional inquiries.
• Work with Central Licensing staff to process hiring packages, transfers, and terminations, and compile sales associate documentation.
• Participate in onboarding and office orientation for new sales associates, including helping them connect to office Wi-Fi and printers.
• Demonstrate general use of office technology and Weichert systems, tools, and capabilities; coordinate training or support resources as needed.
• Order office supplies, coordinate with Operations and Purchasing departments and vendors, and conduct weekly supply inventory audits.
• Manage the office vendor file and contact vendors or Central Headquarters staff when office equipment services are needed.
• Submit purchase requests and process payment requests through Concur regularly.
• Assist sales leaders with reports and other materials, including creating slides for weekly Sales Meetings as directed.
• Distribute memos and prepare paperwork for sales associate information.
• Update office communication lists and maintain license documentation required by local and state Real Estate Commission rules and regulations.
• Create and maintain end-of-year business storage files for the office.
• Keep Sales Leaders informed about actual or potential problems.
• Prepare classrooms or meeting rooms and coffee for sales meetings.
• Keep conference rooms and customer areas presentable and supplied with promotional materials and brochures.
• Collect fees from agents for insurance, licensing, MLS fees, and group activities.
• May prepare personal marketing materials for Sales Leaders and sales associates to obtain property listings and recruit associates, and perform other marketing tasks as assigned.
• May create and monitor the Opportunity Schedule and answer phones when needed.
• Perform other duties as assigned.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life coverage
• Disability coverage
• 401(k) retirement savings
• Paid Time Off (PTO)
• Flexible Spending Accounts (FSA)