Administrative Assistant

Job Summary:

Dynamic and trendy Real Estate Office in Staten Island, NY (40 minutes from Deal and 25 minutes from Bklyn) is seeking a highly organized, detail-oriented, and professional Administrative Assistant to join our team. This crucial role will provide essential administrative support to our real estate agents and office owners, ensuring smooth and efficient daily operations.
The ideal candidate will be a proactive problem-solver with excellent communication and interpersonal skills, capable of managing multiple tasks and prioritizing effectively in a fast-paced environment. This is a full-time position with the opportunity to earn a bonus for Sunday work Short hours).

Responsibilities:

MLS Listing Support:

• Accurately and efficiently upload property photos, virtual tours, floor plans, and other relevant assets to the Multiple Listing Service (MLS) and other online platforms.
• Ensure all listing information is complete, accurate, and adheres to MLS guidelines.
• Maintain organized digital files of all listing assets.
• Assist agents with basic listing updates and modifications.

Reception and Communication:

• Professionally answer and direct incoming phone calls, taking accurate messages and ensuring timely delivery.
• Act as a friendly and efficient gatekeeper for the office owners, screening calls and scheduling appointments as needed.
• Greet and assist visitors in a welcoming and professional manner.
• Manage incoming and outgoing mail, faxes, and emails.

General Administrative Support:

• Maintain organized office filing systems, both physical and electronic.
• Assist with the preparation of marketing materials, presentations, and reports as needed.
• Manage office supplies and ensure adequate inventory levels.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Assist with basic bookkeeping tasks, such as processing invoices and expense reports (if applicable).
• Provide general administrative support to real estate agents as needed.
• Maintain a clean and organized reception and common office areas.
• Perform other administrative duties and special projects as assigned.

Qualifications:

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.  
• Proven experience (minimum 2-3 years) in an administrative assistant role, bonus points if you have experience in a real estate or similar fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and strong computer skills.
• Experience with MLS systems and real estate software is a significant advantage.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills with the ability to prioritize tasks and meet deadlines.  
• Exceptional attention to detail and accuracy.  
• Professional demeanor and strong interpersonal skills.
• Ability to work independently and as part of a team.  
• Discretion and the ability to handle confidential information.  
• Reliability and punctuality are essential.

Compensation and Benefits:

• Competitive hourly wage, commensurate with experience.
• Full-time hours.
• Bonus offered for Sunday work.