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Administrative Assistant

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Posted Aug 02, 2022
Job Description

Job Type: Full-time; Monday through Friday 8:00am - 5:00pm
Compensation: $60,000/year
Insurance/Benefits: No medical or dental insurance/benefits available. No 401K benefits available
Education Requirements: High school diploma or equivalent; BA/BS preferred.
Texas real estate license preferred.

Provide administrative support to CEO, Real Estate Broker and team, Office Manager and team.
Manage, document and maintain records of incoming quotes and invoices and update Broker weekly.
Create property marketing material for commercial listings.
Obtain all required documentation for closing / commission package before taking to Broker for signature.
Prepare invoices and maintain all invoices and review with Broker weekly.
Assist with property management.
Manage property flyers and marketing material using LoopNet, CommGate, Constant Contact, Property Blast and Big Boy Blast and other avenues as decided by Broker.
Order business cards, real estate signs, supplies, and create email addresses for new hires.
Create meeting documents and meet with principle each week to review project activity.
Perform general office administrative duties including but not limited to filing, typing, copying, binding, scanning, etc.
Reply to emails, telephone or face-to-face inquiries swiftly and professionally.
Answer and direct all phone calls promptly and consistently using multi-line phone system.
Take accurate notes of phone messages and promptly deliver to proper recipient(s).
Receive, sort and distribute the mail.
Produce and distribute correspondence memos, letters, faxes and forms.
Develop and maintain a filing system.
Maintain office supplies and equipment inventory by checking stock to determine inventory level; anticipating needed supplies; seeking proper approval of all orders; placing and expediting orders for supplies; verifying receipt of supplies.
Coordinate repairs to office equipment.
Maintain office, conference room and design center appearance and organization.
Greet clients and escort them to the conference room or design center for meetings and notify the proper individuals in the office of their arrival.
Screen walk ins.
Complete research as assigned and update staff on researchable items.
Handle multiple projects as assigned by office management.
Ensure office staff and management team remain updated with the latest status of ongoing and completed tasks.
Assist as backup to office as needed.
Maintain a high degree of professionalism and knowledge of operations and job duties

Skills Required

Texas real estate license preferred.
Minimum of 2 years experience serving in an administrative assistant position or equivalent supporting role required.
Proficient in Microsoft Outlook, Word, Excel, Adobe and can easily navigate the internet.
Must type a minimum of 60 WPM.
Detail oriented, organized, detail oriented.
Problem solver and critical thinker.
Dependable and punctual.
Must have effective verbal and written communication skills.
Self-starter with ability to multi-task, remain organized and prioritize daily tasks and projects.
Uses discretion and judgment.
Has reliable transportation during work hours.
Ability to work independently as well as in a team environment.



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