We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks in a busy commercial real estate office. You will have sole charge of providing support to our President/Broker and agents, assisting in daily office needs and managing our company’s general administrative activities. Responsibilities include writing and responding to emails, preparing and maintaining property sale and leasing documents, creating marketing materials, creating and maintaining online property postings on a variety of commercial real estate websites, and maintaining appropriate filing systems. The ideal candidate will have excellent oral and written communication skills, excellent computer skills, and the ability to organize their work using tools such as advanced MS Word functions, MS Excel and internet search engines. Must be able to multi-task and work independently and must be a highly proficient computer user. If you have previous experience as an executive Secretary or Administrative Assistant or Office Manager, we’d like to meet you. Ultimately, the successful Administrative Assistant will ensure the efficient and smooth day-to-day operation of our office. PLEASE SPECIFY SALARY REQUIREMENT ON APPLICATION.

Responsibilities

· Answer and direct phone calls

· Write and distribute email, correspondence, faxes and forms

· Prepare various transactional documents and forms relative to sales and leases

· Prepare marketing brochures using MS Word, Adobe Acrobat, Google Earth and other software

· Use the internet to maintain property listings and research related data

· Develop and maintain a filing system

· Update and maintain office policies and procedures

· Order office supplies and research new deals and suppliers

· Maintain contact lists

· Maintain records of affiliated agents’ licensing and educational requirements

· Present a well-spoken and professional voice and appearance both in person and on the phone

Skills

· Proven experience as an administrative assistant/executive assistant

· Knowledge of office management systems and procedures

· Working knowledge of office equipment such as printers and copiers

· Proficiency in MS Office (MS Word and Outlook in particular)

· Excellent computer skills, ability to learn quickly and use various software applications to perform online data maintenance and research

· Excellent time management skills and the ability to prioritize work

· Attention to detail and problem-solving skills

· Excellent written and verbal communication skills

· Strong organizational skills with the ability to multi-task a must

· Minimum high school diploma with additional qualification as an experienced Administrative Assistant

· Bookkeeping experience using QuickBooks would be a plus