Office Administrative Assistant

Summary: BOND New York is a real estate company seeking an Office Administrative Assistant. The role involves managing administrative tasks, assisting agents, and ensuring smooth operations at the front desk. Responsibilities: - Tracking Closings and Exclusives: - Maintain records of closings and exclusives using Google Sheets - Collaborate with the Sales Manager to manage Exclusive Paperwork in a shared folder, ensuring all documents are organized - Managing Deal Sheets and Contracts: - Use a shared folder to track and update deal sheets & contracts - Input sales deals into MX and update deal statuses (Accepted Offers, In Contract, Closed) - Annotate deductions of deal leads from StreetEasy Experts and BOND's Premiere Program - Sales Exclusives Management: - Manage Sales Exclusives in MX & StreetEasy, including approval processes, updating contract dates, and handling suspensions - Photography Coordination: - Order pictures for exclusives through H5, Matterports, and BOND's in-house photography services - General Assistance to Agents: - Assist agents with various tasks upon request, such as: - Adding pictures to their listings - Formatting files to meet specific requirements - Managing Lobby Traffic - Logging future guests into building portal system - Notifying staff or agents of guest arrivals - Support key people across multiple departments - Perform clerical duties and assist with projects for a variety of departments as needed - Interfacing with agents and supporting their business - General front desk receptionist duties - Answering front desk line - Routing calls to proper real estate agent or department - Answering basic real estate inquiries - Processing Credit Card Transactions - Dispensing Mail to Agents & Staff Alike - Preparing documents for real estate agents - Overseeing Keys - Onboarding - Activating and Deactivating real estate agent's licenses on the Department of State website - Creating email addresses and login credentials on Gmail Real Estate Sites - Digital filing and storage of onboarding paperwork for Bond Records - Ordering, receiving, stocking and maintaining office conference rooms and kitchen supplies Required Qualifications: - 1+ years of relevant real estate experience in a fast-paced environment - Excellent computer skills including proficiency with Microsoft Office & Google Suite - Strong organizational skills, attention to detail, and follow-through - Be a creative problem solver that can work independently and be a team player - Ability to multi-task and prioritize projects to make sure deadlines are met - Friendly and 'can-do' attitude - Must have excellent verbal and written communications skills - High School Diploma required Preferred Qualifications: - Technological proficiency preferred: ability to trouble-shoot basic issues with computers, printers, phones - College degree preferred - Experience with the 3D Tour Platform “Matterport” is appreciated, but not required Required Skills: Real estate experience, Microsoft Office proficiency, Google Suite proficiency Nice-to-Have Skills: Technological proficiency, Multi-tasking, Matterport experience