Administrative Assistant

Howard Hanna Real Estate Services; Town of Penfield (NY); On-site; USD 23,000 - 28,000; Full time

Job summary

Howard Hanna Real Estate Services in Penfield, NY seeks an Office Assistant to maintain records, support sales teams, and handle day-to-day administrative tasks in a fast-paced real estate office. You will manage social media (Instagram, Facebook, LinkedIn), design graphics with Canva, process checks, and coordinate documents for new agents, while keeping the office organized and welcoming.

The role offers hourly pay 17–20 USD, based on location and experience, with opportunities to grow within

Qualifications

• Must have strong clerical, statistical and administrative skills.
• Experience managing or contributing to office social media and Canva preferred.
• Proficient in Word, Excel, PowerPoint, Publisher, and Outlook.
• High school diploma required; business school education desirable.

Responsibilities

• Maintain accurate records of real estate transactions and report to Office Manager and Accounting.
• Manage and maintain office social media accounts (Instagram, Facebook, LinkedIn) and design graphics with Canva.
• Order and install signs, maintain sign inventory, and manage lock box logs.
• Process checks, prepare documents for new agents, enter data, answer phone and greet visitors.
• Perform general secretarial duties and assist with office supply orders and upkeep.
• Support TC team to coordinate and process files.

Skills

Customer service

Communication skills

Clerical skills

Canva experience

Microsoft Office

Typing accuracy

Education

High school diploma

Business school education desirable

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Publisher

Outlook

Canva

Job description

SUMMARY:

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.
• Prior experience managing or contributing to office social media accounts and creating materials using Canva preferred.
• 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 $17-$20 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.