Virtual assistant jobs in Little Falls, NJ

Are you an organized multitasker with a knack for creativity? We're looking for an Office and Marketing Administrator to join our team and keep operations running smoothly while driving engaging marketing initiatives. In this role, you'll be the backbone of our office, ensuring day-to-day administrative tasks are handled efficiently, while also supporting marketing campaigns that showcase our brand and connect with our audience. If you thrive in a dynamic environment and enjoy balancing structure with innovation, we'd love to hear from you! Houlihan Lawrence is hiring for an Office Administrator in Briarcliff Manor, New York. This position is full-time 37.5 hours a week working onsite Monday through Friday. This position provides administrative support to the branch manager and sales associates, oversees and performs office operation duties, recruits and trains staff, interprets and enforces company policy and provides customer service. Duties may vary depending on the size of the real estate sales office. Job Duties and Responsibilities (Essential Job Functions) Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations. Direct and coordinate the administrative activities in support of the real estate office. Oversee, maintain and perform the day-to-day sales office operations, including: payment of bills, answering phones, record keeping, invoicing, marketing, filing, assisting sales/branch manager, tracking expenses, greeting clients, building and equipment maintenance and maintenance of office supply and marketing material inventories. (35-45%) Oversee the processing and verifying of new listings and sales, which may include entering the listings and sales into the system. Ensure the accuracy and timely preparation of purchase agreements, record and maintain all sold records, and prepare monthly reports. Calculate advertising, proof and submit ads for local newspapers. Distribute work to the office staff. May handle correspondence, mail and support appointment setting. (20-30%) May maintain escrow account and monitor the upcoming sales transactions for completeness and compliance and ensure necessary information has been ordered and is accurate, i.e. payoff, abstract, title evidence, reports, mortgage documentation, and other pertinent information. (15-20%) Provide support to the sales associates which may include, processing license applications for new, renewing and transferring sales associates, ensuring all paperwork is completed and processed in a timely manner, conducting orientation for new sales associates, assisting sales associates with billings, advertising, paperwork and training. Remain available and act as the first point of contact for sales associates. (15-20%) Maintain and create engaging content for the office's social media platforms, ensuring consistent branding and visibility (5-10%) Assist and support agents with developing social media pieces and marketing materials, including utilizing resources from Brand Studio (20-30%). Coordinate special events, collateral material, flyers, handouts and brochures. Become an expert in our proprietary marketing tools, providing support to agents, admins and managers.(0-5%) Provide telecommunication support, including notice of phone number changes, coordinate long distance codes with long distance carrier as needed; assign voice mail and DID numbers for new agents; maintain voice mail computer system adding and deleting agents as required. (0-5%) Perform any additional responsibilities as requested or assigned. (0 - 5%) Performance Expectations Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management. Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism. Establish and maintain positive and productive work relationships with all staff, customers and business partners. Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development. Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities. Qualifications Education: Bachelor's degree in business administration or related field; or equivalent work experience and knowledge. Experience: Three to five plus years of related experience and demonstrated supervisory skills. Knowledge and Skills: Knowledge of real estate, title and /or mortgage business strongly preferred. Strong computer skills; proficient in Microsoft Office products, including Word, Excel, Publisher and Access. Excellent oral and written communication skills. Effective interpersonal skills and leadership abilities. A strong customer-service focus. Effective analytical, problem-solving and decision-making skills; initiative, attention to detail, and a team player. Project management skills; ability to prioritize and handle multiple tasks and projects concurrently. Ability to handle stress and work under pressure. Ability to work evenings and weekends. Other (licenses, certifications, schedule flexibility/OT, travel, etc.): Real estate license preferred. Wage: $24.40 - $28.06 hourly; actual wage is based upon education and experience. Benefits: Full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP) Equal Opportunity Employer