Administrative Assistant

Weichert, Realtors - Sparta, NJ

Full-time

Sparta, NJ

Real Estate

About the position

The Administrative Assistant at Weichert Co. in Sparta, NJ, plays a crucial role in supporting the sales office by ensuring that real estate transactions are processed efficiently and accurately. This position involves maintaining up-to-date information in the MLS and OSSii systems, providing administrative support to the Sales Manager, and assisting with daily office operations to facilitate a smooth workflow within the sales office.

Responsibilities

• Process real estate transactions on behalf of Sales Associates for submission to the Central office.
• Perform daily entries, updates, and revisions into OSSii, ensuring information accuracy.
• Provide Sales Associates access to the MLS and enter listings and relevant data as needed.
• Audit listing information on MLS and OSSii to ensure consistency and update as necessary.
• Process settled and closed files, commission-related activities, and ensure timely submission of information into OSSii.
• Handle escrow deposit monies and all related activities, troubleshooting issues as they arise.
• Assist with daily office administration to ensure smooth operations within the sales office.
• Provide administrative support to the Sales Manager, including running reports and maintaining the office roster.
• Facilitate the onboarding process for new Sales Associates, including setting up systems and uploading information.
• Schedule open house activities and run related reports.
• Create and monitor the Opportunity Time schedule.
• Order supplies for the sales office and perform monthly inventory audits.
• Manage the vendor file and contact vendors for office equipment services.
• Submit purchase requests and process payment requests.
• Collect fees from Sales Associates for insurance, licensing, and group activities.
• Attend training programs/webinars to understand Weichert systems and technology.
• Maintain the office and conference rooms, ensuring they are presentable and supplied with promotional materials.
• Greet customers and direct calls at the reception desk as directed by the Sales Manager.
• Perform other duties as assigned.

Requirements

• High school diploma or GED required.
• Associate's or Bachelor's degree preferred.
• 1-2 years of related office administration experience required.
• Previous real estate office experience preferred.
• Ability to obtain knowledge of Weichert proprietary and related real estate systems including MLS and OSSii.
• Proficiency in Microsoft Office suite of products.
• Strong oral and written communication skills.
• Ability to multitask in a fast-paced environment.
• Ability to handle confidential material professionally and ethically.
• Strong attention to detail.
• Strong customer service skills.
• Basic math skills including addition, subtraction, multiplication, division, percentages, and fractions.
• Knowledge of typical office equipment (PC, calculator, fax machine, etc.).