We are a full service Real Estate Company that focus on diverse selection of properties and housing solutions. We are currently seeking a Receptionist/Administrative Assistant with excellent written and verbal skills, ability to multi-task, and superb organizational skill. The successful candidate must be an analytical thinker that can make sound decisions with minimal direction and supervision.
Responsibilities
- Answering calls and interacting with clients.
- Data entry and invoice processing
- Filing and mail handling.
- Preparing letters and reports.
- Communicating with vendors and suppliers
- Assisting project managers with their daily activities
- Cold Calls
- In & Out bound Sales
- Media Promo
- Marketing & Adverting
DUTIES:
- Performs administrative duties/project support for executive management and office support activities for multiple supervisors.
- Manages calendars and meeting arrangements, both internal and virtual
- Types correspondence, reports and other documents
- Makes travel arrangements
- Makes seminar/training arrangements
- Greets and directs visitors/clients
- Promptly and professionally answers all inbound calls, screen calls and directs callers to the appropriate person of contact.
- Interacts with vendors, and lenders to maintain/establish contacts
- Maintains conference room reservations and physical conference room furniture so that the area appears presentable before and after any meeting
- Orders office supplies, copier supplies and all other approved miscellaneous items.
- Organizes certain areas of the office including the breakroom area, copier room and server room to ensure tidiness when we host events or provide office tours
- Assists with preparation, compilation and distribution of contractual, invoice payment requests for various project assignments performed by project managers, construction managers etc.
- Works in close liaison with I.T. support to provide quality, consistent and reliable tech support maintenance to any employees or internal staff that experience technical difficulties with their company issued hardware or software.
- Prepares expense reports for office executives, upon request
- Establishes and maintains door access for internal staff
- Manages satellite offices to ensure external staff members are provided proper support
- Additional support includes: preparing reports and financial data, collecting time sheets, creating spreadsheets and presentations, filing and faxing.
- Coordinates and plans branch office business meetings and various activities, as needed
- Monitors or assists in monitoring administrative functions to ensure compliance with administrative directives and effective management techniques.
- Maintains and handles new certifications for all offices
- Other duties as assigned by supervisor/manager
REQUIRED SKILLS:
- Knowledge of office administration procedures
- Excellent organization/time management skills.
- Think clearly, organize thoughts, interpret data to effectively perform job duties
- Collect and disseminate information efficiently in a timely manner
- Safeguard company private communications and information of a confidential nature
- Perform in a professional manner with limited supervision
- Flexibility to adapt to changing priorities and direction in a very dynamic work environment.
- Ability to interface and work with all levels of personnel
- Ability to work effectively with diverse and strong personalities
- Ability to maintain a high level of accuracy confidentiality concerning financial and employee files
- Computer skills including the ability to operate spreadsheet and word-processing programs
- Effective verbal and listening communications skills
- Attention to detail and high level of accuracy
Skills we are looking for include:
- Good time management skills
- Able to multi-task
- Good communication
- Organized
- Work at a fast pace
- Quick learner
- Team player
- Positive attitude
- Take initiative
Requirements
- High School Diploma or equivalent required
- 1+ years of professional office experience.
- Must be Proficient with the Microsoft Office (Word, Excel and PowerPoint).
- Excellent verbal and written communication skills, strong interpersonal skills, and the ability to communicate with all levels of the organization.
- Must have sales experiences
Job Type: Part-time
Salary: $10.00 - $18.00 per hour
Expected hours: 32 per week
Benefits:
Schedule:
- 4 hour shift
- Day shift
- Evening shift
Work Location: In person