Branch Administrative Assistant

Houlihan Lawrence; New Rochelle (NY); On-site; USD 26,000 - 39,000; Full time

Benefits offered by this job

Medical

401(k) match

Paid vacation

FSA

EAP

Job summary

Houlihan Lawrence in New Rochelle, NY, is seeking an administrative support professional for the branch office sales agents and branch manager. You will assist with special projects, provide backup to other staff, and act as a liaison between clients, agents, vendors, and departments.

Strong computer skills and comfort with company systems are essential, along with the ability to manage multiple tasks with attention to detail. The role offers an hourly wage and full benefits.

Qualifications

• One to three years clerical or administrative experience preferred.
• Knowledge of real estate, title and/or mortgage business helpful.

Responsibilities

• Answer phone, schedule appointments, greet customers, orient clients to services, and respond to information requests.
• Enter data, maintain data files, produce reports, process invoices, proof documents, prepare mailings, and handle correspondence.
• Assist with special projects and provide backup to other office staff in their absence.
• Sort and distribute mail, filing, and copying.
• May handle travel arrangements and special meeting/event needs.
• May provide work direction or distribute work to office positions.
• Perform additional responsibilities as requested or assigned.

Skills

Clerical experience

Organization

Communication

Multi-tasking

Customer service

Teamwork

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Description

This position provides administrative support for the branch office sales agents, and branch manager. Assists with special projects as needed and assist and provide backup to other office staff. Serve as liaison between perspective client, real estate agents, vendors and other departments within the company. Establish and maintain positive and productive work relationships with all agents, staff, customers, clients, and business partners. Be familiar with and comfortable using the company propriety systems and tools.

Job Duties and Responsibilities (Essential Job Functions)

Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations.

1. Answer phone, schedule appointments, provide information, greet customers, orient clients to office/department services and personnel, and respond to information requests. (35-50%)

2. Enter data, maintain and monitor data files, create files and documents, produce reports, process and verify paperwork, prepare billings, process invoices, proof documents, prepare mailings, prepare packets and handle correspondence, may provide recordkeeping and transferring earnest money funds. (25-45%)

3. Assist with special projects as requested. (5-10%)

4. Sort and distribute mail. (5-10%)

5. Filing and copying. (5-10%)

6. May serve as a backup to other office staff in their absence. (0-10%)

7. Order office supplies and maintain office equipment. (0-5%)

8. May handle travel arrangements and special meeting/event needs. (0-5%)

9. Perform any additional responsibilities as requested or assigned. (0-5%)

10. May provide work direction or distribute work to office positions. (0-5%)

Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

Qualifications

Education:

• Minimum of high school diploma or the equivalent.

Experience:

• One to three years clerical or administrative experience strongly preferred.

Knowledge and Skills:

• Knowledge of real estate, title and/or mortgage business helpful.
• Strong computer and keying skills. Typing speed of 45-60 w.p.m.
• Self-motivated, organized and detail oriented.
• Ability to work independently and to prioritize and handle multiple tasks and projects concurrently.
• Flexibility, schedule may require ability to work evenings and weekends.
• Effective oral and written communication skills, interpersonal skills a customer-service focus and the ability to work as a member in a team-oriented environment.

Wage: $19.00 - $28.00 hourly; actual wage is based upon education and experience.

Benefits: Full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.