Administrative Assistant - Real Estate Sales Office

Weichert; Livingston (NJ); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) retirement savings

Paid Time Off (PTO)

Flexible Spending Accounts (FSA)

Job summary

Weichert is seeking an Office Administrator to support the Sales Office in daily real estate transaction processing and office operations. You will manage file integrity, system updates, and advertising logistics for the office.

Role requires strong organizational skills and the ability to coordinate with agents and department staff. This position includes onboarding new associates and providing process training as needed.

Qualifications

• High school diploma or GED is required.
• Real Estate License preferred, but not required and to be held in our Weichert Referral Associate Company.
• Must have proficiency with standard office software and systems.

Responsibilities

• Maintains the Sales Office(s)’s daily office administration and day-to-day operation of real estate transaction processing.
• Keeps all listing and sales transaction files updated in Weichert’s transactional systems.
• Performs weekly audits comparing transaction data with MLS records.
• Coordinates reports with Power of Yellow partners and updates Huddle reports daily/weekly.
• Maintains Open House Program and schedules/records activity.
• Processes settled/closed commission files for submission to Central office/Associate Services.
• Manages advertising placements across social media for the Sales Office(s).
• Assists sales associates with operational and transactional inquiries as needed.
• Supports onboarding for new sales associates including setup of wifi and printers.

Skills

Organizational skills

Interpersonal skills

Attention to detail

Multi-tasking

Communication skills

Education

High school diploma or GED

Real Estate License preferred

Tools

Microsoft Office

Job description

Essential Duties and Responsibilities

• Maintains the Sales Office(s)’s daily office administration and day-to-day operation of real estate transaction processing. Follows and incorporates the company guidelines, processes and policy procedures into the daily operation of the real estate business.
• Maintains all listing and sales transaction files in Weichert’s transactional systems including but not limited to Broker Sumo and SkySlope with daily entry/updates, processing of escrow deposit monies, and status changes of transactions.
• Validates and prepares audit of transaction files in Weichert’s transactional systems as compared to data in the local MLS systems on a weekly basis.
• Coordinates any needed reports and communication with the Power of Yellow (Mortgage/Title/Insurance/Home Warranty) partners of newly reported sales, engaging sales associates for client contact information and updating the Huddle reports on a daily/weekly basis.
• Maintains the Open House Program in the Sales Office(s) utilizing the Weichert Tools available for entering, scheduling and reporting daily/weekly Open Houses.
• Processes settled/closed commission files and related activities for sales associates for timely submission to Central office/Associate Services.
• Maintains the Sales Office(s)’s advertising placements daily/weekly/monthly on electronic social media platforms.
• Assists sales associates with operational and transactional inquiries, as needed.
• Works directly with the Central Licensing staff and processes the hiring packages for new sales associates coming into Weichert, handles transfers, terminations as well as compiling the sales associates’ complete documentation for the Sales Office(s).
• Participates in the onboarding Sales Office(s) orientation for new sales associates joining Weichert to assimilate them into the sales office, including assisting new associates in getting connected to the office wifi network and printers.
• Demonstrates general usage and provides basic knowledge of the Sales Office(s) technology, as well as the Weichert proprietary systems, tools, technologies, and capabilities to the sales associates. Coordinates appropriate training of the systems, tools and /or support resources for training needs.
• Orders office supplies for the Sales Office(s). Works directly with the Operations and Purchasing departments with regard to office supplies and vendors. Performs weekly supply inventory audit.
• Manages the vendor file for the office and contacts vendors and/or Central Headquarters staff when services are needed for office equipment.
• Submits purchase requests and processes payment requests through Concur on a regular basis for the Sales Office(s).
• Assists Branch Vice President, Regional President and/or RP Assistant, when needed, with preparation of reports or other items, including assisting with the updating of slides for the weekly Sales Meeting as directed.
• Distributes memos and creates paperwork, as needed, for sales associate information.
• Updates communications lists for the Sales Office(s) and maintaining the proper license documentation required by the local and state Real Estate Commission rules and regulations.
• Creates and maintains storage files for end of year business for the Sales Office(s).
• Keeps Sales Leaders informed of information pertaining to actual or potential problems, as they occur, to avoid unpleasant situations.
• Prepares classroom/meeting rooms and coffee for sales meetings.
• Keeps conference rooms and customer areas looking presentable and supplied with adequate promotional material, brochures, etc.
• Collects fees from agents as they apply to insurance, licensing, MLS fees, and group activities.
• May be responsible for preparing personal marketing materials for the Sales Leaders and sales associates to obtain property listings and new recruits and other marketing tasks as assigned.
• May be responsible for creating and monitoring the Opportunity Schedule along with answering the phones when needed.
• Performs other duties as assigned.

Education, Certification, and License Requirements

• High school diploma or GED
• Valid driver’s license
• Real Estate License preferred, but not required and to be held in our Weichert Referral Associate Company

Experience

• One (1) year of related experience working in a real estate, title or law office environment preferred

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office suite of products
• Must have a general understanding of technology systems and tools, and be able to learn new technology skills as needed
• Exceptional organizational and administrative skills, including ability to multi-task in a fast-paced environment
• Strong interpersonal skills and flexibility
• Must be detail oriented with the ability to follow through on special projects and all tasks assigned
• Ability to work independently and proactively
• Good oral and written communication skills
• Strong attention to detail
• Basic math skills including addition, subtraction, multiplication, division, percentages, and fractions
• Knowledge and ability to use typical office equipment (computer equipment, printers, calculators, copiers, all-in-one machines, etc.)

Weichert offers a comprehensive suite of benefit programs to all eligible employees, including

• medical, dental, and vision insurance
• life and disability coverage
• 401(k) retirement savings
• Paid Time Off (PTO)
• Flexible Spending Accounts (FSA)
• much more

The estimated annual rate for this position is $40,000 to $50,000. The rate of pay is dependent upon several factors including the candidate's relevant skills, education, work experience, job location/geographic region, and/or certifications.

Weichert is an equal opportunity employer and is committed to providing equal employment opportunities to all individuals. We do not discriminate on the basis of disability, veteran status, or any other characteristic protected by applicable federal, state or local law.