Administrative Assistant
Matchmaker Real Estate at Keller Williams Matchmaker Real Estate at Keller Williams Williamsville, NY Williamsville, NY Full-time Full-time $45,000 - $55,000 a year $45,000 - $55,000 a year 13 days ago 13 days ago 13 days ago Real Estate Administrative Assistant Keller Williams Realty WNY Who are we looking for? Driven by a strong commitment to superior client care, integrity and excellence, Top Real Estate agent in Williamsville, NY is seeking an ambitious, talented, and skilled Administrative Assistant to help support a team into the next phase of growth! This person relishes the opportunity to build, implement, and manage multiple systems with minimal supervision.
The Administrative Assistant is deeply committed to completing tasks efficiently with a high degree of quality, attention to detail, and consistent communication.
The Administrative Assistant's role is to support the lead agent in achieving greater levels of success and to grow and develop into a supportive leader within the team.
As the success of the team grows, the Administrative Assistant can earn the opportunity to lead and manage the operational side of the business.
This individual will be responsible for hiring, training, and leading additional team members to ensure all administrative tasks of the business continue to be completed to high standards with maximum efficiency.
What will you do? Create, manage, & implement all systems for sellers, buyers, lead generation, database management, information management, and back-office support Transaction Management:
oversee all contracts through closing Create & maintain Operations Manual that documents all systems & standards Handle & file receipts, execute commission statements, track income & expenses Be the first point of contact in handling customer inquiries or complaints (all client inquiries handled promptly within the same business day) Keep the lead agent informed regarding any problems or issues that need to be handled Future responsibility for hiring, training, consulting, and holding accountable all additional administrative team members Clerical & Marketing
Responsibilities:
Handle distribution and/or respond to all incoming emails, social media messages & phone calls (promptly within the same business day) Prepare & maintain necessary client files & documents Assist agents with creation of buyer and seller packages, market analysis & presentation Monitor & update website to ensure listings are accurate Monitor social media accounts & coordinate with Social Media team Maintain spreadsheets, budgeted funds, & monitor monthly & annual goals Create monthly eNewsletters, anniversary cards, holiday cards, client communication Maintain and organize team CRM Assist in management of agent schedules & facilitate redirect of client requests Maintain and improve Office Policy and Procedure Manual Coordinate client outreach & community-service projects Run occasional errands:
office supplies, bank, post office, signs, lockboxes (as needed) Transaction Management
Responsibilities:
Create & manage all transaction files (listings & sales) from contract through closing Prepare & execute listing/purchase paperwork through online transaction portal Input listings in MLS per agent direction and manage initial setup & marketing efforts Manage listings & sales in transaction management system & in CRM Create new listing brochures & manage marketing for each listing Act as liaison between real estate agents, clients, title, appraisers, inspectors, and mortgage brokers throughout the transaction Ensure all documents are in compliance with brokerage Coordinate closing activities & client reviews Necessary Knowledge/Skills:
Strong written and verbal communication skills Highly organized & detail-oriented Exceptional time and project management skills Customer-service focused Able to manage multiple tasks/requests simultaneously Learning-based; ability to find solutions High School Degree; Bachelor's Degree preferred Real estate license is a bonus.
(We can also help you obtain this if the interest is there) 1-3 years of service/management experience 3-5 years of administrative experience Must be proficient in:
MS Office (Word, Excel, etc) Google Suite (Sheets, Docs, Gmail, etc) Requirements for this role:
75% in office paired with 25% optional remote work Database management Canva or other design program knowledge Social Media usage/understanding Driver's license required to assist in minimal errands Job Type:
Full-time Pay:
$45,000.
00 - $55,000.
00 per year
Benefits:
401(k) Flexible schedule Paid time off Professional development assistance Referral program Schedule:
8 hour shift Monday to Friday Work Location:
Hybrid remote in Williamsville, NY 14221.
Estimated Salary: $20 to $28 per hour based on qualifications.
The Administrative Assistant is deeply committed to completing tasks efficiently with a high degree of quality, attention to detail, and consistent communication.
The Administrative Assistant's role is to support the lead agent in achieving greater levels of success and to grow and develop into a supportive leader within the team.
As the success of the team grows, the Administrative Assistant can earn the opportunity to lead and manage the operational side of the business.
This individual will be responsible for hiring, training, and leading additional team members to ensure all administrative tasks of the business continue to be completed to high standards with maximum efficiency.
What will you do? Create, manage, & implement all systems for sellers, buyers, lead generation, database management, information management, and back-office support Transaction Management:
oversee all contracts through closing Create & maintain Operations Manual that documents all systems & standards Handle & file receipts, execute commission statements, track income & expenses Be the first point of contact in handling customer inquiries or complaints (all client inquiries handled promptly within the same business day) Keep the lead agent informed regarding any problems or issues that need to be handled Future responsibility for hiring, training, consulting, and holding accountable all additional administrative team members Clerical & Marketing
Responsibilities:
Handle distribution and/or respond to all incoming emails, social media messages & phone calls (promptly within the same business day) Prepare & maintain necessary client files & documents Assist agents with creation of buyer and seller packages, market analysis & presentation Monitor & update website to ensure listings are accurate Monitor social media accounts & coordinate with Social Media team Maintain spreadsheets, budgeted funds, & monitor monthly & annual goals Create monthly eNewsletters, anniversary cards, holiday cards, client communication Maintain and organize team CRM Assist in management of agent schedules & facilitate redirect of client requests Maintain and improve Office Policy and Procedure Manual Coordinate client outreach & community-service projects Run occasional errands:
office supplies, bank, post office, signs, lockboxes (as needed) Transaction Management
Responsibilities:
Create & manage all transaction files (listings & sales) from contract through closing Prepare & execute listing/purchase paperwork through online transaction portal Input listings in MLS per agent direction and manage initial setup & marketing efforts Manage listings & sales in transaction management system & in CRM Create new listing brochures & manage marketing for each listing Act as liaison between real estate agents, clients, title, appraisers, inspectors, and mortgage brokers throughout the transaction Ensure all documents are in compliance with brokerage Coordinate closing activities & client reviews Necessary Knowledge/Skills:
Strong written and verbal communication skills Highly organized & detail-oriented Exceptional time and project management skills Customer-service focused Able to manage multiple tasks/requests simultaneously Learning-based; ability to find solutions High School Degree; Bachelor's Degree preferred Real estate license is a bonus.
(We can also help you obtain this if the interest is there) 1-3 years of service/management experience 3-5 years of administrative experience Must be proficient in:
MS Office (Word, Excel, etc) Google Suite (Sheets, Docs, Gmail, etc) Requirements for this role:
75% in office paired with 25% optional remote work Database management Canva or other design program knowledge Social Media usage/understanding Driver's license required to assist in minimal errands Job Type:
Full-time Pay:
$45,000.
00 - $55,000.
00 per year
Benefits:
401(k) Flexible schedule Paid time off Professional development assistance Referral program Schedule:
8 hour shift Monday to Friday Work Location:
Hybrid remote in Williamsville, NY 14221.
Estimated Salary: $20 to $28 per hour based on qualifications.
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