Administrative Assistant

Administrative Assistant

Under supervision of the Sales Office Manager, the Administrative Assistant provides administrative, secretarial and advertising support to the branch office and sales agents. This is a Part-Time role totaling 21 hours per week. Monday & Tuesday: 9:30AM to 5PM; and Sunday: 10am to 4pm Office Location: 24 Hillside Ave, Williston Park, NY 11596

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.
• Manage daily administrative operations using real estate and office software systems, including MLS platforms, CRM systems, and document management tools.
• 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 greet 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.
• Proven computer skills and experience in using applications such as Word, Excel, Power Point, Publisher, and Outlook. Must be able to type with accuracy.
• Demonstrated ability to quickly learn and adapt to new technology and software systems.
• 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.
• Experience managing business social media accounts, including creating posts, responding to messages, and maintaining a professional online presence for the office.

The hourly rate is based on location and experience ranging from $17-19 per hour.