Executive Secretary - Real Estate

A Multinational Company in Real Estate Brokerage Industry gives you a great opportunity to join its team as Executive Secretary with the Following Job Description:

• The most important role is frontline contact with the public.
• Keep foremost that how the public is greeted, in person and on the phone, is how they will think of RE/MAX.
• Compile and distribute office production records and documentation for sales production, volume, listings, and sales.
• Maintain all company files and records, as well as complete all data entry into the website.
• Order and maintain office supplies and forms.
• Prepare all advertising sheets and distribute to Agents.
• Place and track ads to make sure they appear as submitted.
• Track all invoices and bill ad costs to Agents.
• Prepare, route, and file all office correspondence and memorandums.
• Sort and deliver mail.
• Complete typing and copying as needed.
• Contact suppliers of any service to the office. (i.e.: copier repair, refreshment vendors, promotional vendors, etc.)
• Prepare a work schedule for part-time staff members.
• Maintain records of calls, floor call schedule, and referrals received and transmitted.
• Keep copies of Floor Book organized and in proper sequence.
• Make a weekly check of office forms and supplies.
• Make sure listing packets are ready to go and check all other forms in the general files.
• Keep office appearance neat and presentable.
• Delegate any tasks, as needed, to part-time staff members.
• Complete job assignments requested by senior staff members.
• Handle all incoming calls and direct to proper person as outlined in the procedural manual.
• Keep office appearance presentable for clients and customers.
• Complete all typing and copying as requested.
• Maintain floor books and activity log.
• Enter listings, make changes and update the MLS system as necessary.
• Make a weekly check of all office supplies and forms.
• Notify receptionist of anything that needs to be ordered.
• Make appointments for showings in the proper manner.
• Sort and deliver mail.
• Maintain records of calls, floor call rotation, referrals received as well as an agent activity log.