Administrative Assistant

Bucks County Estate Traders Inc; Hatfield Township (PA); On-site; USD 45,000 - 60,000; Full time

Job summary

Bucks County Estate Traders Inc. is seeking a highly adaptable Administrative Assistant to join our team. This cross-functional generalist role supports the company’s priority initiatives while helping document scalable processes across departments.

Working directly at the request of Executive Management, you will float between Customer Experience, Marketing, Logistics, and Technology, solving problems and ensuring smooth operations in a fast-paced environment.

Qualifications

• Adaptability to rapidly shifting priorities and fast-paced environments.
• Attention to detail with documenting workflows and creating SOPs.
• Strong written and verbal communication with internal teams and clients.
• Proficiency with common business software and quick tech learning.
• Proactive, solutions-oriented mindset to standardize and improve processes.
• Experience in administrative, operations, or generalist roles preferred; SOPs or training experience a plus.

Responsibilities

• Act as a flexible support resource across departments under Executive Management.
• Document workflows and create SOPs; lead cross-training and onboarding.
• Support client communications, handle inquiries, and maintain high-end CX.
• Assist with listing updates, content, email marketing during peak periods.
• Coordinate inventory, shipping, and liaise with drivers and warehouse staff.
• Provide basic tech troubleshooting, CRM data entry, and data administration.
• Learn core department functions to cover during absences or transitions.

Skills

Extreme adaptability

Process-oriented

Stellar communication

Tech-savvy

Problem-solving

Experience in admin/ops/generalist

Tools

CRM software

Inventory management systems

Microsoft Office/Google Workspace

Job description

About the Role

Bucks County Estate Traders is seeking a highly adaptable and driven Administrative Assistant to join our team. Unlike a traditional administrative role, this position is a dynamic, cross-functional generalist role designed to support the company’s highest-priority initiatives while helping us build scalable, repeatable processes.

Working directly at the request of Executive Management, you will serve as a vital internal resource, floating seamlessly between Customer Experience, Marketing, Logistics, and Technology. The ideal candidate is a proactive problem-solver who thrives in a fast-paced environment, can quickly pivot to address the company’s greatest operational needs, and has a keen eye for documenting how things work.

Key Responsibilities

• Executive & Strategic Support: Act as the right hand to Executive Management, taking on special projects and shifting focus daily or weekly based on the company's most pressing goals.
• SOP Creation & Training: Observe and document departmental workflows to create comprehensive Standard Operating Procedures (SOPs). Use these materials to lead cross-training initiatives and assist in onboarding new hires, ensuring company-wide consistency.
• Customer Experience (CX): Step in to support client communications, resolve inquiries, manage customer feedback, and ensure a seamless, high-end experience for buyers and sellers.
• Marketing & Sales Support: Assist with listing creations, content updates, social media coordination, and email marketing campaigns during peak promotional periods.
• Logistics & Operations: Help coordinate inventory management, track shipping and receiving schedules, and liaise with drivers and warehouse staff to clear operational bottlenecks.
• Technology & Data Administration: Assist with basic tech troubleshooting, CRM data entry, inventory database management, and the implementation of new software tools across teams.
• Cross-Functional Agility: Rapidly learn the core functions of each department to provide effective cover during staff absences, busy seasons, or major company transitions.

Qualifications & Skills

• Extreme Adaptability: Proven ability to switch gears quickly, learn new systems on the fly, and manage competing priorities without getting overwhelmed.
• Process-Oriented Mindset: Strong attention to detail with the ability to break down complex workflows into clear, easy-to-follow documentation and training materials.
• Stellar Communication: Excellent written and verbal communication skills, with the ability to interact professionally with executives, warehouse staff, and high-net-worth clients alike, as well as patiently train team members.
• Tech-Savvy: Comfortable navigating various software platforms (CRMs, inventory management systems, Microsoft Office/Google Workspace) and a quick learner when introduced to new tech.
• Problem-Solving Approach: A proactive thinker who doesn't just wait for instructions but actively looks for ways to standardize, improve, and streamline processes to relieve pressure on busy teams.
• Experience: Previous experience in an administrative, operations, or generalist role is preferred. Experience writing SOPs or conducting team training is a significant advantage.

This is not a position where you will be stuck behind a desk doing the same thing every day. You will get a front-row seat to how the entire business operates, gain hands-on experience in multiple departments, and work directly with decision-makers to build the systems that will drive the company forward.