Real Estate Administrative Assistant Part-Time - Orchid Island Golf and Beach Club

Job Summary:

This position is responsible for day-to-day administrative operation of the Sales Office, responding to any calls regarding general questions or inquiries including client relations. Ensures contracts, leases, agreements, reports, invoices, leads, marketing materials and listings are prepared and properly maintained.

Essential Duties & Responsibilities include the following, but not limited to:

• Assist and coordinate operational needs with the Sales Team.
• Meet and greet each prospect/visitor and answer and coordinate all calls.
• Maintain the CMS program.
• Assist Broker and Sales Associate in preparing and managing contracts, leases, listing agreements, commission agreements, brokerage agreements, etc.
• Assist with opening and closing homes for showings.
• Maintain general files in both paper and computer filing systems (contracts/listings/leases/month-end sales reports and budgets).
• Review and maintain MLS listings: Ensure MLS is updated with any price changes, extensions, contingent & solds, association fee, etc. Follow MLS operational procedures.
• Oversee office supplies purchases ensuring budget is not exceeded.
• Obtain yearly property budgets from all Associations.
• Code all invoices, check requests for Broker review & Approval. Forward approved invoices to Accounting.
• Maintain filing system of all invoices forwarded for payment.
• Maintain and update all reports.
• Prepare sales listing packets, showing packets and ensure all listing and showing information is always available and readily accessible.
• Complete other appropriate tasks as assigned by Broker and/or Club Manager.
• Manage Club guest suite reservations and prospect visits.

This list is not intended to be all-inclusive, and you may not be responsible for every item listed. The employer reserves the right to assign additional functions and responsibilities, as necessary.

Qualifications:

• High school or general equivalency diploma required; post-secondary education preferred.
• Four years' administrative office experience required.
• Prior real estate office experience required.
• Microsoft Office Suite experience required with intermediate skill level in Excel, and MATRIX MLS and FORM. SIMPLICITY experience required. Experience with Flex MLS and Adobe suite preferred.

Knowledge and Skill Requirements:

• Excellent communication (verbal and written) skills.
• Innovative and forward thinking.
• Demonstrated record of good work attendance and reliability.
• Must be highly organized and detail orientated.
• Must have strong numerical and analytical skills.
• Outstanding people skills.
• Ability to guide the day-to-day operations of the office in a business-like, positive, professional, and ethical manner.
• Self-motivated to improve knowledge and skills to remain current about the market and best practices.
• Ability to maintain good working relationship with employees, Members, vendors, and all clients.
• Have effective time management skills and be efficient at multi-tasking; flexible in work habits and work schedule.
• Ability to proactively anticipate needs of Sales Team and plan accordingly

Working Conditions and Physical Requirements:

• Able to meet and perform the physical requirements and to work effectively in an environment which is typical of this position.
• Frequent lifting, bending, climbing, stooping, and pulling. Frequent repetitive motions. Must be able to occasionally lift up to 25 pounds.
• Requires regular in-person attendance.
• Work may include some evenings and/or weekends.

This job description will become a permanent part of your personnel file. Nothing contained in the job description should be interpreted by you as a guarantee of permanent employment or compensation. Your employment is "at will" and may be terminated by you or the company at any time.

I have reviewed and understand that my job description outlines my essential duties. I further understand other duties may be assigned to meet business needs.

ADA STATEMENT:

A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

ATTESTATION

I have read the job description for the above position and understand the job duties, requirements, and responsibilities for the position. I attest that I am able to perform the essential functions as outlined in the job description either with or without accommodation. I understand that if I require accommodation, I will contact the Human Resources Department to request an accommodation.

If I have any questions about the job duties described in the above job description, I should discuss them with my immediate supervisor or a member of the Human Resources staff.

I have discussed any questions I may have had about this job description prior to signing this form.