Administrative Assistant- Part Time- Saturdays (Briarcliff)

Hours: SATURDAYS, 9 am - 5 pm.

Overview

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.

This administrative position is located at the Front Desk of the Briarcliff office. It is primarily a receptionist type of position; knowledge of Showing Desk, HGMLS & Beacon is a plus. The successful candidate will understand the culture of the office and behave accordingly. A calm demeanor under pressure is a must!

• Stock up Gallery of Homes and Portfolio
• Put together Seller, Buyer and Rental packets
• Track & maintain keys/key logs for listings
• Dress appropriately, tending toward conservative attire
• Unlock and relock doors, move display stands
• Keep listings updated on status (A/O continue to show/ A/O, no more showings)
• Interface with all visitors behaving as the “face and voice” of Houlihan Lawrence
• Interface with other administrative professionals pleasantly
• Answer phones professionally and direct calls as needed
• Schedule and coordinate showing appointments often involving numerous calls, emails or texts
• Other related duties as assigned
• Keep an orderly front desk, reception, and conference area
• Input showing instructions with accuracy
• Maintain brochure racks
• Program Supra lockboxes, generate one day codes and maintain log
• Process new listings (documents, photos, plasma, thank you letters and instructions)
• Organize Fedex pick-ups upon agent request

Performance Expectations

• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
• 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.
• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.

Qualifications

Education:

• Minimum of high school diploma or the equivalent.

Experience:

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

Knowledge and Skills:

• 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.
• Self-motivated, organized and detail oriented.
• Knowledge of real estate, title and/or mortgage business helpful.
• Ability to work independently and to prioritize and handle multiple tasks and projects concurrently.
• Proficient with Microsoft, Apple, Google
• Proficient with Word, Excel, Power Point, Outlook
• Strong computer and keying skills. Typing speed of 45-60 w.p.m.