Administrative Assistant

About

We are growing and are looking for administrative professionals to organize and coordinate administrative duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Recruiting Duties Include making 100+ calls a day, sending emails, and texts to potential agents that would like to join our company. Administrative duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience in an Administrative office based position would be an advantage. A successful candidate should have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. Ultimately, the incumbent should be able to ensure the smooth running of office operations with good multi tasking skills and help to maintain efficiency in the day-to-day operation. This employee will contribute to company growth and may be assisting with or directly recruiting new agents to joint the brokerage and will be compensated incentive pay accordingly.

Responsibilities

• Serve as the point person for : maintenance, mailing, supplies, equipment, bills, errands, shopping
• Schedule meetings and appointments
• Organize the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Ensure that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Manage office General and Administrative budget, ensure accurate and timely reporting
• Provide general support to visitors
• Assist in the onboarding process for new hires
• Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
• Liaise with facility management vendors, including cleaning, catering and security services
• Plan in-house or off-site activities, like parties, celebrations and conferences
• Making 100+ Calls a Day to recruit new agents. Bonus paid to Agents that sign on.

Skills

• Proven experience as an Administrative assistant
• Knowledge of office administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Hands on experience with office machines (e.g. fax machines and printers)
• Familiarity with email scheduling tools, like Email Scheduler and Boomerang
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Bilingual Spanish and English preferred
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

Job Type

Part-time

Pay

From $18.00 per hour

Education

• High school or equivalent (Preferred)

Experience

• Customer service: 1 year (Preferred)

Work Location

In person