Administrative Assistant

JOB DESCRIPTION

ADMINISTRATIVE ASSISTANT

The Administrative Assistant provides administrative and clerical support to the Broker, staff and agents and is responsible for a variety of functions including but not limited to those listed below.

LOCATION: 3134 Highway 83, Seeley Lake, MT

SCHEDULE: Full Time &/Or Part Time, M-F, 8:30am – 5:00pm

REPORTS TO: Broker/Owner and Business Manager

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greets all visitors, answers questions, and/or refers visitors to appropriate individuals
• Checks and responds promptly to email and voice mail as necessary
• Answers inbound telephone calls and provides information, takes messages, and/or transfers calls to the appropriate individuals
• Prepares company mailings
• Prepares and sends letters and/or appropriate information to real estate inquiries
• Prepares and sends expired listing letters
• Establishes, organizes, and maintains files; files and retrieves files as requested
• Follows various in-office checklists
• Maintains office showroom, to include replenishing flyer racks and updating the CMP land lists and Double Arrow/Meadows parcel lists
• Checks and maintains stock of the Real Estate Guide
• Updates Double Arrow Ranch dot maps
• Prepares price change labels and relabels flyers as necessary.
• Prepares and applies magazine labels
• Scans received accounts payable statements and other receipts and forwards to the Administrative Manager
• Composes and types routine correspondence and memoranda using word processing software
• Inputs MLS listings and info as necessary
• Operates and maintains copier, postal scale, printers, office computers & software.
• Makes copies, collates & staples materials as necessary
• Maintains a clean work area
• Assists in flyer design and preparation as required
• Abides by all applicable company policies in the Office Policy Manual and Employee Handbook
• Performs other duties as assigned and works on general office projects as required
• Assists outside network administrator if necessary

KNOWLEDGE, SKILLS AND ABILITIES

• Good working knowledge of modern office procedures, including telephone communications, office systems, and record keeping
• Good working knowledge of modern business communication, including style and format of letters, memorandum, minutes, and reports
• Skill to use a personal computer and the following software programs: Microsoft Windows, Excel, Outlook, Publisher (or similar desktop publishing software), and Word (or similar software)
• Skill to type 50 words per minute
• Ability to establish priorities, work independently, and proceed with objectives with minimal supervision.
• Ability to handle and resolve problems
• Ability to handle a multiple line phone system including transferring calls and the use of voice mail
• Ability to answer the phone and greet visitors in the office in a professional and courteous manner
• Ability to learn new software programs as needed and required
• Skill in using the Internet: searching, email (attaching files)
• Skill to manage computer files (deleting, copying, renaming files)
• Ability to work in a team atmosphere is vital to this position
• Good organizational skills with attention to detail
• Good oral and written communication skills

CREDENTIALS & EXPERIENCE

• 2 years of office related experience and/or equivalent education
• Real estate industry experience is preferred but not required

SPECIAL REQUIREMENTS

• Must possess a valid Montana driver’s license
• Must be able to maintain absolute confidentiality

JOB REQUIREMENTS

1. Must possess a high degree of professionalism, excellent prioritization skills and the ability to work constructively in a team environment

2. Must possess the ability to maintain absolute confidence of specified work related matters and a strong work ethic

3. Must have excellent organizational skills, the ability to recognize and utilize resources and demonstrate a willingness to help others internally and externally

4. Possess the ability to perform special projects as assigned

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Job Types: Full-time, Part-time

Pay: $15.00 per hour

Benefits:

• 401(k)
• Paid time off

Schedule:

• Monday to Friday

Work Location: In person

Salary : $15