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Part Time Office Administrator

Company: Home As Art, Inc. DBA Deasy Penner Podley
Location: Pasadena
Posted on: May 20, 2019

Job Description:

Education - High School Diploma or GED Skills - Certified Management Accountant - Microsoft Word - Customer Service - Google Docs - Phone Etiquette Job Title: Office Administrator Employment Type: Part-time Hours: Monday-Friday (1:00 - 6:00 pm). Willing to work weekends (if needed). SUMMARY Works under general supervision of Branch Office Manager. Handles front desk activities to include answering a multi-line phone, greeting clients, processes incoming and outgoing mail, and general office duties. Responsible for administrative duties and provide administrative support to real estate agents, such as processing new listings, for sales and leases. Responsible for ordering office supplies and keeping office and kitchen area stocked. Ensure copiers are properly equipped with paper and toner and assisting with special projects as assigned. Prepare and send out closing notecards/letters as well as copying escrow file onto a flash drive. ESSENTIAL DUTIES AND RESPONSIBILITIES Include the following. Other duties may be assigned. Comfortable in utilizing new programs or technology and be trained in Transaction Point, Moxi CMA, Zipforms, Docusign, iTech, CRMLS, etc. Knowledge of Real Estate forms and process new listing files in timely manner by uploading in Transaction Point and showing instructions, etc. Closing the office for business each day. 1. Lock doors as needed 2. Insure all lights are off 3. Supplies are stocked Duties include answering and directing all calls from the main phone console in a timely and professional manner. 1. Acknowledging all walk-in guests and notifying the appropriate person of their clients/guests arrival. 2. Point person for mail and all delivery distribution. Maintain appearance of Reception area. Order Sign/Post up and down for real estate agents. Order food and prepare area for sales meetings with chairs and other items that are needed. Create CMA packages as needed and requested by agents for client presentations. Assist real estate agents with administrative support. Process Credit Reports as requested and maintain integrity of confidentiality. Maintaining reception area, conference rooms, and kitchen in a clean and presentable state. Maintain office equipment such as copiers, scanners, printers and fax machines and ensure that all equipment is properly functioning. Ensure that all equipment has adequate paper and toner. Ordering office supplies to ensure they are stocked, including kitchen supplies. Replenish all supplies such as paper, forms, CMA materials, letterhead, envelopes, etc. Assist Marketing Department, when needed. Help keep marketing materials organized and available to real estate agents. Maintaining conference room schedules. Assist real estate agents with listing coordination. Receive new listing paperwork from agents and review new listing documents to ensure they are completed properly. Process new listing paperwork for showing instructions and filing. Upload new listing documents into Transaction Point. Transfer closing transaction files to flash drives for real estate agent and client and deliver a copy to client via mail, in a timely manner. Have knowledge of all software applications used by office and company. Assist agents as needed with Itech, Zipforms, Moxi CMA, Docusign, etc. Oversee overall operations of office. Point person for contacting building maintenance for periodic servicing. Complete other assignments or projects assigned by Manager. Occasionally cover shifts for other branch office administrators. Should be willing to commute to other offices on occasion. SUPERVISORY RESPONSIBILITIES None QUALIFICATIONS To perform the job successfully, individual must be able to perform the essential duties satisfactorily. Individual will be working with staff, real estate agents, clients and vendors. Great telephone etiquette, customer service and organizational skills required. Individual must be comfortable with computers and have knowledge in Microsoft Word, Excel, as well as Google Suite and Docs. Needs to be open to training in the following programs: Transaction Point, Moxi CMA, Zipforms, Docusign and iTech. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High school diploma required. Intermediate computer skills desired, including MS Office/G Suite. A general knowledge or experience in real estate preferred but not required. LANGUAGE SKILLS Fluent speaking, reading and writing in English language. Strong communication and interpersonal skills. Other language skills helpful but not required. MATHEMATICAL SKILLS Ability to calculate ition, subtraction, multiplication and division accurately. REASONING ABILITY Able to prioritize and report to supervisor promptly when appropriate. Strong ability to work cooperatively in a team environment. COMPUTER APPLICATIONS Windows, Google Suite, Word, Excel, Social Media Platforms COMPENSATION To be determined at interview PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting in chair at designated workstation for extended periods of time while performing assigned duties. Light to moderate common office activities. Standard office environment requiring regular interaction with branch based personnel and external client. The noise level in the work environment is usually moderate. Home As Art, Inc. DBA DeasyPennerPodley is committed to equal employment opportunity. Applicants are considered for positions without regard to veteran status, uniformed service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information, or any other protected class under federal, state, or local law. Please feel free to email resume to *******************

Keywords: Home As Art, Inc. DBA Deasy Penner Podley, La Mirada , Part Time Office Administrator, Administration, Clerical , Pasadena, California

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