Administrative Assistant Job at Weichert Companies in Sparta

Weichert Co. is hiring an Administrative Assistant in Sparta, NJ. The Administrative Assistant is responsible for providing support to the sales office to ensure real estate transactions are successfully processed in a timely manner and information is kept up to date in the MLS and OSSii. The position also provides administrative support to the Sales Manager and assists with the daily office administration of the sales office.

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

• Follows Company guidelines to process real estate transactions on behalf of Sales Associates for submission to the Central office. Performs daily entries, updates, and/or revisions into OSSii, ensuring information is accurate.
• Provides Sales Associates access to the MLS. Enters listings and relevant data into the MLS on their behalf, as needed. Audits listing information on both the MLS and OSSii to ensure information matches; updates information as necessary. Performs monthly reporting.
• Processes settled and closed files, commission related activities, etc. Ensures the timely submission of information into OSSii.
• Processes escrow deposit monies and all escrow related activities. Troubleshoots issues and provides necessary assistance to resolve the situation.
• Assists with daily office administration within the sales office to ensure the office runs in a smooth and effective manner.
• Provides administrative support to the Sales Manager including running reports, maintaining the office roster, preparing correspondence, filing, providing support for office meetings and special events, etc. May also provide assistance to the Regional Vice President or RVP Assistant, as needed.
• Processes new Sales Associates coming in and out of Weichert and may help facilitate the onboarding process by setting up systems, assigning desks and phone extensions, uploading their information on the website, etc. Provides routine support and guidance regarding transaction and operational questions and issues. Prepares licensee hiring packages, handles transfers and terminations, as well as compiles appropriate Sales Associate documentation.
• Schedules open house activities including entering open house information, updating agent information, finding coverage, etc. Runs and submits related reports.
• Creates and monitors the Opportunity Time schedule.
• Orders all supplies for the sales office, as well as Sales Associates. Performs monthly inventory audit.
• Manages the vendor file for the office. Contacts vendors when services are needed for office equipment.
• Submits purchase requests and processes payment requests.
• Collects fees from Sales Associates as it applies to insurance, licensing, and group activities.
• Attends regularly scheduled training programs/webinars to understand Weichert systems and technology.
• Keeps the office and conference rooms presentable and supplied with adequate promotional material, brochures, etc. Prepares rooms for meetings and provides assistance, as necessary.
• May sit at the reception desk to great customers and direct calls, as directed by the Sales Manager.
• Performs other duties as assigned.

The ideal candidate will meet the following requirements:

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