Administrative Assistant

Overview
We are seeking a dynamic and highly organized Administrative Assistant to join our team and support our daily operations with enthusiasm and professionalism. This vital role involves managing administrative tasks, providing exceptional customer service, and ensuring the smooth functioning of the office environment. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills to handle a variety of responsibilities efficiently.

Duties

• Provide administrative support to CEO, Real Estate Broker and team, Office Manager and team.
• Coordinate with team on build to suite projects: gather client / project information and insure all documents are loaded to dropbox.
• Oversee surveyor and platting coordinator to make sure these are being tracked.
• Assist with obtaining client approval for change orders and load information to dropbox.
• Manage, document and maintain records of incoming quotes and invoices and update Broker weekly.
• Create property marketing material for commercial listings.
• Obtain all required documentation for closing / commission package before taking to Broker for signature.
• Maintain broker commission tracking spreadsheet. Done at every commission payment.
• Maintain upcoming broker closings. Last week of each month ask all agents for upcoming closings and lease commencement and provide spreadsheet to broker
• Prepare invoices and maintain all invoices and review with Broker weekly.
• Manage property flyers and marketing material using LoopNet, CommGate, Constant Contact, Property Blast and Big Boy Blast and other avenues as decided by Broker.
• Order business cards, real estate signs, supplies, and create email addresses for new hires.
• Create meeting documents and meet with principle each week to review project activity.
• Perform general office administrative duties including but not limited to filing, typing, copying, binding, scanning, etc.
• Reply to emails, telephone or face-to-face inquiries swiftly and professionally.
• Answer and direct all phone calls promptly and consistently using multi-line phone system.
• Take accurate notes of phone messages and promptly deliver to proper recipient(s). Receive, sort and distribute the mail.
• Produce and distribute correspondence memos, letters, faxes and forms. Develop and maintain a filing system.
• Coordinate repairs to office equipment.
• Maintain office, conference room and design center appearance and organization.

Qualifications

• High school diploma or equivalent; BA/BS preferred.
• Experience and Skill Texas real estate license preferred.
• Minimum of 2 years experience serving in an administrative assistant position or equivalent supporting role required.
• Proficient in Microsoft Outlook, Word, Excel, Adobe and can easily navigate the internet.
• Must type a minimum of 60 WPM.
• Detail oriented, organized, detail oriented.
• Problem solver and critical thinker. Dependable and punctual.
• Must have effective verbal and written communication skills.
• Self-starter with ability to multi-task, remain organized and prioritize daily tasks and projects.
• Uses discretion and judgment.
• Has reliable transportation during work hours.
• Ability to work independently as well as in a team environment.

Pay: $60,000.00 per year

Work Location: In person