Job Description

JOB SUMMARY

Working under general direction, provides administrative support to an office. May train lower level staff members.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Solves complex issues related to administrative support; provides functional advice as needed.

Performs general Concierge duties as needed. Performs technical duties (e.g. working with multimedia software, setting up A/V equipment, initiating web or video conferencing).

Coordinates Facilities projects within an office to include notifications (e.g. employees of scheduled disruptions and property management on vendor access needs).

Assists in record-keeping system maintenance; ensures staff compliance with company policies and procedures. Reviews and approves record retrieval requests.

Oversees the maintenance of office equipment (e.g. copiers, phone systems and both color and B&W printers). Solves for minor equipment problems.

Oversees maintenance of off-site storage records (e.g. tape back-up and hard copy). Provides guidance on company document retention policies and procedures.

Maintains vendor relationships with vendors that provide services and goods to the office.

Assists in the completion of the office Business Continuity plan.

Provides administrative support to Sales Management and Leadership teams in preparation of quarterly Managed Brokerage workbooks, business plans, travel arrangements and other projects.

Other duties as needed.

SUPERVISORY RESPONSIBILITIES

No formal supervisory responsibilities in this position. May provide informal assistance such as technical guidance and/or training to coworkers. May coordinate work and assign tasks.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

High school diploma or general education degree (GED) required. Bachelor's degree preferred. Minimum of four years of related experience.

Previous experience within the Real Estate industry preferred.

CERTIFICATES and/or LICENSES

None

COMMUNICATION SKILLS

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

FINANCIAL KNOWLEDGE

Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

REASONING ABILITY

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

OTHER SKILLS and ABILITIES

Intermediate skills with Microsoft Office Suite products such as Word, Excel, Outlook, etc. Knowledge of Financial software systems.

SCOPE OF RESPONSIBILITY

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.