Administrative Assistant

First Weber; Madison (WI); On-site; USD 32,000 - 42,000; Part time

Benefits offered by this job

Medical insurance

401(k) with employer match

Flexible Spending Account

Paid Time Off

Job summary

First Weber in Madison is seeking an experienced Administrative Assistant to join our team on a hybrid, 30-hours-per-week schedule. You will provide administrative support for agent growth initiatives, coordinate onboarding for new agents, process web leads, and maintain trackers to keep processes moving.

You will work across the Growth department, support training and referrals, and may back up other staff. A strong organizational mindset and teamwork are essential in this role.

Qualifications

• High school diploma or equivalent required.
• Two+ years of administrative experience preferred.
• Knowledge of real estate, title or mortgage industry preferred.
• Proficient in Microsoft Office including Outlook, Word, Excel, and SharePoint.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and projects simultaneously.

Responsibilities

• Provide administrative support including scheduling, responding to inquiries, data entry, and reporting.
• Coordinate onboarding steps for agents joining the company.
• Maintain onboarding records and track status and handoffs.
• Field web lead inquiries and route through established processes.
• Support agent development programs, training schedules, communications, and attendance tracking.
• Support the First Weber Referral Agent program with communications, tracking, renewals, and follow-up.
• Assist with office and Growth department projects and act as back-up to other staff.

Skills

Attention to detail

Customer service

Communication skills

Team player

Problem solving

Multitasking

Stress management

Education

High school diploma

Post secondary education preferred

Tools

Microsoft Office

Outlook

Word

Excel

SharePoint

Job description

WI-Madison-E Terrace Dr
5250 E Terrace Dr
Madison, WI 53718, USA

We have an exciting opportunity for an experienced Administrative Assistant to join our team. This key role provides administrative support for agent growth initiatives, coordinates onboarding for agents joining the company, processes web leads, and maintains the tracking and follow-up needed to keep these processes moving. This is a hybrid role, working 30 hours/week Monday through Friday. Work location is flexible as long as able to report to one of our First Weber office locations in Wisconsin.

Job Duties and Responsibilities

• Provide administrative and clerical support including scheduling, responding to inquiries, data entry, maintaining and monitoring files, creating documents, and producing reports.
• Coordinate the administrative steps of agent onboarding, ensuring required tasks are completed promptly.
• Maintain onboarding records and track status, outstanding items, completion, and handoff to the appropriate team member.
• Field web lead inquiries and direct them through the established process.
• Provide administrative support for agent development programs, including training schedules, communications, attendance tracking, and related materials.
• Provide administrative support for the First Weber Referral Agent program, including communications, tracking, renewals, and related follow-up.
• Provide support to the office and Growth department and assist with special projects as requested.
• May serve as back-up to other office staff.
• Perform any additional responsibilities as requested or assigned.

Qualifications

• Education:
  • High school diploma or equivalent.
  • Post secondary education preferred.
• Experience:
  • Two plus years of related administrative experience strongly preferred.
• Knowledge and Skills:
  • Knowledge of real estate, title and/or mortgage business strongly preferred.
  • Strong computer skills; proficient in Microsoft Office products, including Outlook, Word, Excel, and SharePoint.
  • Excellent oral and written communication skills.
  • Effective interpersonal skills, leadership abilities, and a strong customer service focus.
  • Effective analytical, problem solving and decision making skills; initiative, attention to detail, and a team player.
  • Project management skills: ability to prioritize and handle multiple tasks and projects concurrently.
  • Ability to handle stress and work under pressure.

We offer a full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.