Administrative Assistant

Baird & Warner; Chicago (IL); On-site; USD 40,000 - 45,000; Full time

Benefits offered by this job

Medical, Dental, Vision

PTO & VTO

Job summary

Baird & Warner Real Estate in Chicago is seeking a highly organized Front Desk Administrative Assistant to join our Lincoln Park East office at 1950 N Sedgwick St, Chicago IL 60614. You will be the first point of contact for clients and agents, handling calls, emails, scheduling, and front desk operations.

The role requires strong communication, attention to detail, and the ability to multi-task in a fast-paced real estate environment.

Qualifications

• Strong written and verbal communication skills.
• Real estate knowledge is a plus.
• Multi-task and prioritize effectively.
• Proficient with Google Workspace and MS Office.
• Professional appearance and positive attitude.
• Ability to travel to Chicagoland offices as needed.
• Detail-oriented and organized.
• Independent and team player.

Responsibilities

• Greet visitors and route inquiries to appropriate departments.
• Manage front desk emails and triage questions.
• Schedule meetings and prepare conference rooms.
• Manage MLS listings and related documents for agents.
• Oversee mail and package fulfillment.
• Open/close the office following procedures.
• Order and restock office supplies.
• Process photos for agents and marketing materials.
• Collaborate with Marketing on signs, billing, and data collection.
• Travel to Chicagoland offices as needed.
• Assist accounts receivable with receipts and payments.
• Support data-driven admin projects.
• Plan and facilitate office-wide events.

Skills

Communication

Multi-tasking

Organization

Adaptability

Proactive

Self-starter

Professionalism

Positivity

Team collaboration

Education

High school diploma or equivalent

Tools

Google Workspace

Microsoft Office

Job description

About Baird & Warner Real Estate

Behind every great company is a culture created by the professionals who work there. It's what has earned Baird & Warner a Top Workplace designation from the Chicago Tribune ten times. Throughout our rich history, we've stayed true to the belief that when you give people the support they need, amazing things happen. That's why we empower you to be independent, grow in your career, do the right thing by your colleagues and your community, and have a true work/life balance. We truly care about making our team feel part of something bigger by sharing a single purpose - making it easier for homebuyers and sellers to realize their real estate dreams.

Job Summary:

Our front desk staff are the heart of our business operations, and the directors of first impressions with our internal and external customers. In this role, you will be a part of a integral team of professionals that are responsible for many of the daily tasks that keep our great organization at optimal efficiency.

We are looking for a dynamic, administrative assistant to join our team supporting Real Estate Sales Professionals at our Lincoln Park East office at 1950 N Sedgwick Street, Chicago IL 60614.

The ideal candidate must be customer focused and detail oriented, computer savvy, an excellent communicator, and highly professional. The role of Front Desk Administrative Assistant reports directly to our Chief of Staff. In addition to the skills described below, we are looking for individuals with high energy and enthusiasm, bright ideas to grow professionally, and a propensity to work diligently in a dynamic industry. Real estate experience is not required, but definitely a bonus! If you come with the drive and passion to succeed, we can help coach you towards success.

This is a full-time, on-site position with expected hours M-F 9am-5pm (not a remote position).

Essential Duties & Responsibilities:

• Greet visitors, answer incoming calls, and route questions to appropriate departments.
• Manage front desk location's email inbox, triaging questions and supporting our internal and external customers.
• Schedule meetings and prepare conference rooms accordingly.
• Createand manage all aspects of MLS listings, and manage related documents needed for compliance on behalf of agents.
• Oversee mail and package fulfillment, both incoming and outgoing.
• Confidently and securely open and close office as shift requires, following detailed procedures and instructions.
• Perform administrative duties as needed, such as ordering, maintaining, and restocking of office supplies and inventory.
• Process photos for agents and marketing on both the MLS and in creating brochures.
• Work collaboratively with the Marketing team on signage orders, billing, and data collection to streamline work across offices.
• Ability to travel to any of our offices in Chicagoland area as needed.
• Work with accounts receivable on issuing receipts for both agents and clients, processing check payments, and facilitating customer satisfaction.
• Support data driven projects for the administrative and management teams to drive effective and qualitative change for the organization.
• Assist in planning and facilitating office-wide events to engage agents and contribute positively to company culture.

Requirements:

• Real estate knowledge is a plus
• Strong written and verbal communication skills
• Positive attitude and professionalism
• Ability to multi-task & prioritize
• Strong computer skills - including Google platform and Microsoft Office
• Motivated, self-starter who can work independently and as part of a team
• Excellent organizational skills and attention to detail
• Adaptability and flexibility are key factors for someone to succeed in this role
• Desire to grow in your position and accept new responsibilities
• Professional appearance
• Proactive

Skills & Experience:

• High school diploma or equivalent required.
• Previous real estate experience preferred.
• Administrative assistant experience preferred.

Salary Range

$40,000-$45,000

• Medical, dental, vision, PTO, VTO