Administrative Assistant

POSITION SUMARRY:

Under the supervision of the Sales Office Manager the Administrative Assistant plays a key role in supporting the daily operations agent productivity and overall culture of the office. This position provides administrative marketing and operational support while also helping to drive engagement organization and a high-energy office environment.

DUTIES & RESPONSIBILITIES

Transaction & Administrative Support

• Process and maintain accurate records of all real estate transactions in compliance with state regulations and company policies
• Accurately report transaction information to the Office Manager and Accounting Department
• Input and manage transactional data within company systems
• Process checks and documentation related to real estate transactions
• Assist with onboarding new agents including processing dues board fees and applications
• Perform general administrative duties including typing filing and document management
• Maintain strict confidentiality with all sensitive information

Office Operations

• Answer phones manage incoming communication and provide a welcoming experience for clients and visitors
• Maintain office organization cleanliness and overall presentation
• Order office supplies and coordinate equipment maintenance as needed
• Manage sign inventory including ordering installation and removal

Marketing & Social Media

• Create schedule and manage engaging social media content for the office and agents
• Collaborate with agents and leadership to promote listings events and achievements
• Utilize creativity and current trends to enhance brand presence and visibility
• Leverage AI tools to streamline marketing efforts generate content and improve efficiency

Event Coordination & Office Culture

• Assist in planning and executing office events trainings and meetings
• Contribute to a positive collaborative and energetic office environment
• Bring creative ideas to enhance agent engagement and participation
• Support recognition initiatives celebrations and internal communications

Technology & Agent Support

• Maintain a working knowledge of real estate systems and technology tools used by agents
• Stay current on new tools platforms and AI applications to improve efficiency
• Assist agents with basic technology troubleshooting and system navigation
• Help introduce and support adoption of tools that improve agent productivity

KNOWLEDGE SKILLS & ABILITIES REQUIRED

• Strong organizational skills with high attention to detail and accuracy
• Ability to manage multiple tasks prioritize effectively and meet deadlines
• Professional communication skills (both written and verbal)
• Comfortable and confident speaking on the phone and interacting with clients
• Proficiency in Microsoft Office (Word Excel Outlook PowerPoint)
• Familiarity with social media platforms and content creation tools such as Canva
• Basic understanding (or willingness to learn) real estate transactions and processes
• Experience or willingness to learn AI tools to enhance productivity and marketing efforts
• Tech-savvy with the ability to quickly learn and adapt to new systems
• Positive attitude with a team-oriented mindset and strong customer service skills
• Ability to work independently use sound judgment and solve problems effectively

QUALIFICATIONS

• High school diploma required; additional business or administrative education preferred
• Prior experience in an administrative or office support role preferred
• Experience in real estate or a related industry is a plus but not required

Hanna Holdings Inc. affiliates and assigns are committed to providing equal employment opportunity to all employees and applicants for employment regardless of such factors as race color religion sex national origin age veterans status or disability. The Company abides by all local state and federal laws and regulations affecting the hiring of employees.