An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Ocean Sotheby's International Realty is seeking an energetic self-starter for an office assistant position. The office assistant will be in direct communication with the management team to support the office's functioning and act within a welcoming capacity. A collaborative and vibrant work culture A chance to represent a globally recognized luxury brand Opportunities for personal and professional development You'll be part of a team that values excellence, integrity, and service
RESPONSIBILITIES
Provide general office and administrative assistance as needed, within reason, to agents to perform their duties in a quick and orderly fashion Communicate information to agents at the request of Managing Broker or Chief Marketing Officer Dotloop -- maintain forms, add new agents, approve all pending files, close out files, troubleshoot agent issues Follow guidelines and procedures from management Provide new forms and information to agents as directed by Managing Broker or the Chief Marketing Officer Prepare and distribute a monthly floor schedule to ensure that the office is covered during all open hours Monitor all floor schedule rules to ensure compliance in a fair and orderly manner Assist in preparing for meetings, including agendas and producing reports Enter listings & photos into DASH, and email the Marketing team upon completion Maintain listings in DASH to mirror the MLS Close out listings in DASH after closing Request updates from agents on listings about to expire Answer phones when up agents are unavailable and respond to callers' needs as appropriate Go to the mailbox daily, distribute mail promptly, and scan and email to an agent if requested Maintain office files both digitally and in print Maintain a contact list of service providers as directed by the Managing Broker Coordinate repairs and/or services as needed with approval from the Managing Broker Schedule regular office cleaning Keep office equipment in working order and troubleshooting as needed Ensure that printers have adequate toner Purge dated printed collateral regularly Organize and schedule meetings, open houses, team building activities and office caravans at the direction of the Managing Broker or Chief Marketing Officer Order office supplies and track supply levels Maintain overall office presentation; maintain listing presentation documents and supply levels, declutter front desk, orderly presentation of brochures, and removal of dated ones to agents for mail outs Maintain office subcontractors and schedule needed maintenance with approval from Managing Broker Participate in quarterly sales meetings as requested Partner with the accounting team on the following: scan and email all office bills, closing paperwork, agent commission checks, referral checks, and deposit checks if not wired Special projects and other duties may be requested
QUALIFICATIONS
High School Diploma Minimum two years professional administrative assistant/reception experience Tech-savvy — comfortable with email platforms, Microsoft Office/Google Suite, CRM systems, and office tech Strong computer skills and comfort learning new software Driven and proactive — always looking for ways to help and improve office systems Highly organized — able to manage multiple priorities with ease and attention to detail Ability to take direction and work independently Creative problem-solving skills Well-presented, professional, and composed in both appearance and demeanor Reliable transportation and ability to be onsite every weekday
Job Type:
Full-time Pay:
$55,000.00 - $65,000.00 per year
Benefits:
Health insurance Paid time off Application Question(s): Located in the Florida Keys?
