Administrative Assistant

Westfield, New Jersey, 07090, United States

Weichert Co is hiring an Administrative Assistant in Westfield, NJ. The Processing Manager is responsible for providing day-to-day operational assistance to the Market Cluster/Sales Office(s) while supporting the Branch Vice President, Branch Manager and Assistant Manager. The Processing Manager is also responsible for ensuring real estate transactions are successfully processed in a timely manner and information is kept up to date in the local MLS(s) and Weichert transactional systems. The position provides administrative support to the sales leaders of the Market Cluster and oversees all daily office administration within the sales office(s) and provides operational and transactional assistance to the Sales Associates to ensure they have the necessary information and tools needed to conduct their business.

Job responsibilities include, but are not limited to, the following:

• Maintains the Market Cluster/Sales Office(s)'s daily office administration and day-to-day operation of real estate transaction processing. Follows and incorporates the company guidelines, processes and policy procedures into the daily operation of the real estate business.

• Maintains all listing and sales transaction files in Weichert's transactional systems including but not limited to OSSII and SkySlope with daily entry/updates, processing of escrow deposit monies, and status changes of transactions.

• Validates and prepares audit of transaction files in Weichert's transactional systems as compared to data in the local MLS systems on a weekly basis.

• Coordinates any needed reports and communication with the AUOR partners of newly reported sales, engaging sales associates for client contact information and updating the Huddle reports on a daily/weekly basis.

• Maintains the Open House Program in the Market Cluster/Sales Office(s) utilizing the Weichert Tools available for entering, scheduling and reporting daily/weekly Open Houses.

• Processes settled/closed commission files and related activities for sales associates for timely submission to Central office.

• Maintains the Market Cluster/Sales Office(s)'s advertising placements and daily/weekly/monthly advertising budgets for both paper and electronic social media platforms.

• Assists sales associates with operational and transactional inquiries, as needed.

• Works directly with the Central Licensing staff and processes the hiring packages for new sales associates coming into Weichert, handles transfers, terminations as well as compiling the sales associates' complete documentation for the Market Cluster/Sales Office(s).

• Participates in the onboarding and Market Cluster/Sales Office(s) orientation for new sales associates joining Weichert to assimilate them into the sales office, including assisting new associates in getting connected to the office wifi network and printers.

• Demonstrates general usage and provides basic knowledge of the Market Cluster/Sales Office(s) technology, as well as the Weichert proprietary systems, tools, technologies, and capabilities to the sales associates. Coordinates appropriate training of the systems, tools and /or support resources for training needs.

• Orders office supplies for the Market Cluster/Sales Office(s). Works directly with the Operations and Purchasing departments with regard to office supplies and vendors. Performs weekly supply inventory audit.

• Manages the vendor file for the office and contacts vendors and/or Central Headquarters staff when services are needed for office equipment.

• Submits purchase requests and processes payment requests through Concur on a regular basis for the Market Cluster/Sales Office(s).

• Assists Branch Vice President, Branch Manager, Assistant Manager, Regional President and/or RP Assistant, when needed, with preparation of reports or other items, including assisting with the creation of slides for the weekly Sales Meeting as directed.

• Distributes memos and creates paperwork, as needed, for sales associate information.

• Updates communications lists for the Market Cluster/Sales Office(s) and maintaining the proper license documentation required by the local and state Real Estate Commission rules and regulations.

• Creates and maintains storage files for end of year business for the Market Cluster/Sales Office(s).

• Keeps Sales Leaders informed of information pertaining to actual or potential problems, as they occur, to avoid unpleasant situations.

• Prepares classroom/meeting rooms and coffee for sales meetings.

• Keeps conference rooms and customer areas looking presentable and supplied with adequate promotional material, brochures, etc.

• Collects fees from agents as they apply to insurance, licensing, MLS fees, and group activities.

• May be responsible for preparing personal marketing materials for the Sales Leaders and sales associates to obtain property listings and new recruits and other marketing tasks as assigned.

• May be responsible for creating and monitoring the Opportunity Schedule along with answering the phones when needed.

• Performs other duties as assigned.

Requirements

The ideal candidate will meet the following requirements:

• High school diploma or GED

• Valid driver's license

• Real Estate License preferred, but not required and to be held in our Weichert Referral Associate Company

• One (1) year of related experience working in a real estate, title or law office environment preferred

• Proficiency in Microsoft Office suite of products

• Must have a general understanding of technology systems and tools, and be able to learn new technology skills as needed

• Exceptional organizational and administrative skills, including ability to multi-task in a fast-paced environment

• Strong interpersonal skills and flexibility

• Must be detail oriented with the ability to follow through on special projects and all tasks assigned

• Ability to work independently and proactively

• Good oral and written communication skills

• Strong attention to detail

• Basic math skills including addition, subtraction, multiplication, division, percentages, and fractions

• Knowledge and ability to use typical office equipment (computer equipment, printers, calculators, copiers, all-in-one machines, etc.)