Administrative Assistant

Howard Hanna Real Estate Services; Newport News (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

Howard Hanna Real Estate Services is seeking an Administrative Assistant to support the branch office and sales agents. The role handles administrative tasks, records real estate transactions, and assists with advertising and social media content creation using Canva.

Strong clerical and customer service skills are essential, with familiarity in Word, Excel, PowerPoint, Publisher and Outlook. The position requires a high school diploma, previous office experience is preferred, and

Qualifications

• High school diploma required; business school education desirable.
• Prior office administrative experience preferred.
• Ability to type accurately and use basic accounting routines.

Responsibilities

• Provide administrative, secretarial and advertising support to the branch office and sales agents.
• Process and maintain records of real estate transactions and report to Office Manager and Accounting.
• Manage social media content for the office and create graphics with Canva.
• Handle sign installation/removal, sign inventory and lock box inventory.
• Perform general secretarial duties and process checks and documents for new agents.
• Answer calls, greet visitors, order supplies, and keep the office orderly.

Skills

Customer service

Professional communication

Clerical skills

Computer skills

Education

High school diploma

Tools

Word

Excel

PowerPoint

Publisher

Outlook

Job description

SUMMARY:

Under supervision of the Sales Office Manager, the Administrative Assistant provides administrative, secretarial and advertising support to the branch office and sales agents.

DUTIES & RESPONSIBILITIES:

• Processes and maintains accurate records of all real estate transactions, as required by the state and according to Howard Hanna Real Estate Services policies. Accurately reports information to the Office Manager, as well as the Accounting Department.
• Manage and maintain the office's social media platforms (Instagram, Facebook, LinkedIn) by creating, updating and scheduling content; design graphics and promotional material using Canva.
• Orders installation and removal of signs, as well as maintains office sign inventory.
• Accurately maintains the Lock Box inventory and logs.
• Performs general secretarial duties (typing, filing, etc.) for the office manager and sales agents.
• Processes checks for funds involved in real estate transactions.
• Processes documents for new agents, including dues, board fees and applications.
• Updates real estate transaction data into computer system.
• Answers telephone and greets visitors.
• Requests service when machines need to be repaired; orders office supplies as needed; maintains office in a neat, orderly and attractive manner.
• May perform other duties as assigned.

Transaction Support:

• Process earnest money and commission check deposits
• Co-ordinate and process files in conjunction with the TC team

KNOWLEDGE, SKILLS & ABILITIES REQUIRED:

• Ability to maintain a positive and professional attitude when interacting with sales associates, clients, vendors and co-workers. Must possess exemplary customer service skills.
• Ability to communicate professionally in oral and written fashion.
• Must possess strong clerical, statistical and administrative skills.
• Proven computer skills and experience in using applications such as Word, Excel, Power Point, Publisher, and Outlook. Must be able to type with accuracy.
• Prior experience in an office administrative role is preferred.
• High school diploma required; business school education desirable;
• Knowledge of basic accounting, bookkeeping and computer skills required.
• Ability to work independently on confidential material
• Must possess good judgment and problem solving skills.
• Ability to maintain skills required through training offered by the company or outside sources.

Hanna Holdings, Inc. affiliates and assigns are committed to providing equal employment opportunity to all employees and applicants for employment regardless of such factors as race, color, religion, sex, national origin, age, veteran's status or disability. The Company abides by all local, state and federal laws and regulations affecting the hiring of employees.