Administrative Assistant

Howard Hanna; Town of Clifton Park (NY); On-site; USD 26,000 - 29,000; Full time

Job summary

Howard Hanna Real Estate Services in Clifton Park, NY seeks an Administrative Assistant to support the branch and sales staff with administrative, secretarial and advertising tasks. The role requires strong clerical skills, accuracy and a professional demeanor.

Responsibilities include processing transaction records, coordinating ads with Marketing, maintaining signs and lockbox inventories, and assisting with basic office duties and communications with clients and vendors.

Qualifications

• Must have strong clerical, statistical and administrative skills.
• Excellent customer service and professional written/oral communication.
• Experience in real estate office administration preferred.
• Proven ability to type accurately and manage confidential information.
• Knowledge of basic accounting and bookkeeping is a plus.

Responsibilities

• Processes and maintains records of real estate transactions per policies.
• Reports information to Office Manager and Accounting.
• Coordinates advertising for newspapers/TV with Marketing.
• Manages signs, sign inventory and lock box logs.
• Performs general secretarial duties for the office manager and agents.
• Handles transaction funds and prep for new agent documents.
• Updates transaction data in the computer system.
• Answers phones and greets visitors; orders office supplies as needed.
• May perform other duties as assigned.

Skills

Customer service

Communication

Clerical skills

Typing accuracy

Problem solving

Confidential materials

Time management

Education

High school diploma

Business school education 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.

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.
• Collects, types and processes advertisements for newspapers and television (Showcase of Homes) in conjunction with the Marketing department.
• 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.

The hourly rate is based on location and experience ranging from $19-$21 per hour.

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.