Branch Administrative Assistant

RealtySouth; Florida; On-site; USD 42,000 - 63,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Life Insurance

Paid Vacation (PTO)

401(k) with employer match

Flexible Spending Account

Employee Assistance Program (EAP)

Job summary

Ultipro in the Town of Florida, NY, seeks an organized administrative associate to support daily branch office operations. You will process listing and sales contracts, compile buyer/seller guides, create basic marketing materials, and maintain client databases for sales teams and management.

The role includes training new staff, coordinating office activities, and producing various client materials. Strong communication and multitasking are essential for success.

Qualifications

• Minimum high school diploma or the equivalent.
• Three years clerical or administrative experience.
• Knowledge of real estate, title and/or mortgage business preferred.
• Strong verbal and written communication skills.
• Ability to prioritize and handle multiple tasks and projects concurrently.
• Strong organizational skills, accuracy/quality, detail-oriented.

Responsibilities

• Receive, process and review listing and sales contracts. Maintain files and ensure changes are posted; prepare reports and transfer earned money.
• Perform daily branch office operations: answer switchboard, greet visitors, manage mail, schedules, and client communications.
• Assist training of new office personnel and coordinate with sales agents and management.
• Create brochures, flyers/postcards, signs, letters to clients, and presentation materials; assemble buyers and sellers guides.
• Process license paperwork for new, renewing, and transferred sales associates.
• Perform additional responsibilities as requested.

Skills

Verbal communication

Written communication

Multitasking

Organizational skills

Interpersonal skills

Analytical thinking

Attention to detail

Education

High school diploma or equivalent

Job description

This position performs daily branch office operations, processes listing and sales contracts, compiles buyer / seller guides, creates basic marketing materials and sets up and maintains client data bases in support of sales associates, management and branch administrative staff. May provide work direction for
clerical staff and coordinate daily general office activities.

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

Job Duties and Responsibilities (Essential Job Functions)

• Receive, process and/or review listing and sales contracts. Maintain files to ensure all changes generated are posted with copies and data entry provided to/for other entities as needed. Ensure accuracy and timely preparation of all paperwork, record and maintain sold records and prepare and generate reports. Prepare and transfer earnest money. (40-50%)
• Perform daily branch office operations which may include maintaining office appearance, distributing and processing mail, maintaining office supplies and forms. Answer switchboard, greet visitors, schedule appointments and assist with client communications (30-35%)
• Assist training new office personnel. May provide work direction to other office staff. Train new sales agents on office equipment and computer programs. Act as a liaison between sales associates and office management. May provide support to office management and back-up support for clerical staff as needed. (10-15%)
• Create brochures, flyers/postcards, sign-in sheets, promotional pieces as assigned. Create letters to clients, presentation materials, sales associate introduction cards and temporary business cards. Assemble buyers and sellers guides. (10-15%)
• May process license application paperwork for new, renewing and transferred sales associates. Ensure all paperwork is completed and processed in a timely manner. (0-5%)
• Perform any additional responsibilities as requested or assigned. (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 high school diploma or the equivalent. Secondary education preferred.

Experience:

• Three years clerical or administrative experience.

Knowledge and Skills:

• Knowledge of real estate, title and/or mortgage business preferred.
• Strong verbal and written communication skills.
• Ability to prioritize and handle multiple tasks and project concurrently.
• Strong organizational skills, accuracy/quality, detail-oriented.
• Strong interpersonal skills, a customer service focus and the ability to work as member in team-oriented environment.
• Effective analytical and problem-solving skills. Attention to detail.

We offer a 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)

• Medical
• Health Savings Account
• Dental
• Vision
• Life Insurance
• Paid Vacation (PTO)
• 401(k) with employer match
• Flexible Spending Account
• 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.