Administrative Assistant

Howard Hanna Real Estate Services; Toledo (OH); On-site; USD 36,000 - 48,000; Full time

Job summary

Howard Hanna Real Estate Services in Ohio seeks an Administrative Assistant to support the Napoleon, Wauseon and Defiance offices under the Sales Office Manager. You will handle transaction records, secretarial duties and advertising support for the branch and its agents.

Responsibilities include managing social media content with Canva, processing checks and documents, updating transaction data, greeting visitors, handling office supply orders, and coordinating with the TC team to process

Qualifications

• Must have positive, professional attitude with customers and colleagues.
• Strong oral and written communication skills.
• Strong clerical, statistical and administrative abilities.
• Proficient in Word, Excel, PowerPoint, Publisher and Outlook; accurate typing.
• Prior office administrative experience preferred.
• High school diploma required; business school education desirable.
• Knowledge of basic accounting, bookkeeping and computer skills.
• Able to work independently on confidential material.
• Good judgment and problem-solving skills.
• Willing to maintain skills through training.

Responsibilities

• Process and maintain records of real estate transactions.
• Report information to Office Manager and Accounting.
• Manage and maintain office social media (Canva).
• Order signs and maintain sign inventory.
• Maintain Lock Box inventory and logs.
• Perform general secretarial duties for Office Manager and agents.
• Process checks for funds involved in transactions.
• Process documents for new agents (dues, board fees, applications).
• Update real estate transaction data in the system.
• Answer phones and greet visitors.
• Request service for office equipment; order supplies; keep office neat.
• May perform other duties as assigned.
• Coordinate with TC team in Transaction Support: earnest money and commission deposits.

Skills

Customer service

Professional communication

Clerical skills

Administrative skills

Typing accuracy

Problem solving

Independent work

Confidential materials handling

Attention to detail

Training adaptability

Education

High school diploma

Business school desirable

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.

This position will support our Napoleon, Wauseon, and Defiance offices.

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.

HowardHanna.com

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.