Receptionist/Office Assistant for Real Estate branch office (Bellingham, WA)

General Summary

The Receptionist/Office Assistant contributes to the growth, profitability and success of the organization by exhibiting the following behaviors: Customer/quality focus, accountability, adaptability, communication, inclusiveness, job knowledge/technology orientation & team focus. This position is the Director of First Impressions and must be approachable, with a clear and friendly communication style. Must have high customer service focus with the ability to remain positive and energetic while multitasking during all kinds of situations.

This position is responsible for the reception area and for providing a high-level of administrative and customer support to the public, agents, and staff. Daily administrative support may include: transaction support, clerical and accounting support for the Bellingham branch office and will meet advertising and marketing deadlines, computer systems and software tools, multi-tasking and general office work within a fast-paced environment.

What We’d like you to do:

– Reception

Open & close office as needed, including lights, phones, other office equipment, signage, coffee, unlocking/locking appropriate cabinets & doors, etc.

Greet guests in a prompt, professional & friendly manner.

Triage incoming questions and calls. Provide callers with information such as address, directions, phone numbers, company website & other related information.

Distribute incoming mail, faxes, packages, & documents delivered by Escrow/Title courier.

Post outgoing mail, bulk mailing and coordinate courier pick-ups & deliveries as needed.

Set-up & maintain employee/agent mail boxes

File, scan & copy documentation as needed.

Update branch lists including office/phone roster, check-in sheets, birthday list, etc.

Monitor, order, & stock office supplies & forms; replenish forms, paper (including copiers) & other supplies as needed. Re-file extra forms.

Keep front desk, lobby, kitchen, conference and resource areas clean & tidy at all times.

Assist with other administrative duties as directed by Office Manager and Principal Managing Broker (PMB).

Maintain phone system for all new & existing employees & agents.

– Advertising Listings

Enter listings into the MLS. Upload/attach documents, photos & virtual tours.

Ensure proper electronic files have been sent to corporate for storage and processing.

Communicate with agents whose listings may expire soon.

Coordinate all branch print and online advertising, ensuring that all content is proofread & accurate.

Manage office ad calendar and internal deadlines.

– Transaction Support

Update the MLS as status changes

Follow-up with brokers regarding missing transaction paperwork.

Resolve transaction processing ticket issues

Process earnest money. Prepare Earnest Money deposit. Deposit checks on the date received. Copy check and deposit slip for agent, trust department and the file.

– Accounting

approval & payment.

Ensure the brokers are correctly re-billed for incurred expenses.

Copy & code agent A/R payments & forward to Corporate Accounting as received.

Research & coordinate vendor contracts as needed.

Provide reports from Profit Power as requested by Office Manager & PMB.

– Admin Support

Assist agents with creating & preparing general marketing collateral (i.e. flyers, postcards, etc.). Know and adhere to corporate brand standards, MLS rules, and state licensing requirements. Organize forms in order for processing, scan, label, as needed.

Order & stock CB marketing material.

Assemble listing & sales packets as needed.

Develop & maintain proficiency in all applicable office technology (i.e. computers, software, email, company website, phone, copiers, printers, etc.) in order to effectively train others & act as the first line of contact for all branch technology issues. Troubleshoot basic issues & escalate unresolved issues to the corporate Technology department. Ensure resolution of open issues.

Ensure that new employees & agents are set-up & trained on the network, email, phone/voicemail & all other applicable company technology.

Attend technology classes & participate in ongoing training as necessary.

Troubleshoot copiers and printers and submit work orders as necessary.

Keep the corporate Technology department abreast of any ongoing technology issues or technology-related needs.

Support & assist PMB by keeping abreast of agent relations issues & doing follow-up on multiple projects as necessary.

Assist in facilities maintenance issues.

Assist PMB & Office Manager with new broker orientations. Including order business cards, open house signs and mailbox set up.

Assist with various branch events including weekly meetings, monthly events & festive branch-related functions.

Act as back up for maintaining licensing book by, communicating renewal deadline with agents & following up on expiration process as needed.

Backup for processing MLS paperwork for new & departing agents.

Ensure proper inventory of all office supplies (i.e. paper, envelopes, general office supplies, toner for office machines, etc.)

Maintain office calendar.

What We’d like you to bring:

– Education & Experience

High school diploma or equivalent required.

Minimum of 2-3 years in a professional office environment required. Real estate office experience preferred.

– Job Knowledge, Skills & Abilities

Strong interpersonal skills. Ability to generate a feeling of trust and confidence, and establish and maintain effective relationships as necessitated by work assignments. Strives for continuous improvement and solicits customer feedback to improve service.

Strong organization and time management skills with the ability to manage competing demands and prioritize work to meet deadlines in a fast-paced environment.

Effective written, verbal and listening communications skills. Ability to speak clearly, listen and get clarification; read and interpret written information; write clearly, accurately and concisely. Ability to read and write English fluently.

Strong attention to detail; ability to be highly accurate with critical information and be able to adapt during constant interruption of duties.

Solid attendance history.

Positive & productive attitude.

Ability to handle confidential information with discretion.

Self-driven, motivated, results-oriented.

Professional dress & demeanor.

– Computer Skills/Proficiency

Intermediate knowledge of Windows operating system, Microsoft Office products (including Outlook, Word, Excel, PowerPoint and Publisher), and Google Mail & applications.

Ability to troubleshoot basic issues and train others on basic and intermediate skills.

Knowledge of real estate specific software preferred.

To Apply, please follow this link:https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=d803fbb2-44e7-4d8a-a2ba-7247280c5cf0&ccId=19000101000001&jobId=349619&source=CC2&lang=enUS