Administrative Assistant - Real Estate Sales Office

Weichert Co. is hiring an Administrative Assistant in Morris Plain and Randolph, NJ. The Processing Manager is responsible for providing day-to-day operational assistance to the Sales Office(s) while supporting the office Branch Vice President. The Processing Manager is also responsible for ensuring real estate transactions are successfully processed in a timely manner, and information is kept up to date in the local MLS(s) and Weichert transactional systems.

The position provides administrative support to the sales leaders of the Sales Office(s) and oversees all daily office administration within the Sales Office(s) and provides operational and transactional assistance to the Sales Associates to ensure they have the necessary information and tools needed to conduct their business.

• Maintains the Sales Office(s)’s daily office administration and day-to-day operation of real estate transaction processing. Follows and incorporates the company guidelines, processes and policy procedures into the daily operation of the real estate business.
• Maintains all listing and sales transaction files in Weichert’s transactional systems including but not limited to Broker Sumo and Sky Slope with daily entry/updates, processing of escrow deposit monies, and status changes of transactions.
• Validates and prepares audit of transaction files in Weichert’s transactional systems as compared to data in the local MLS systems on a weekly basis.
• Coordinates any needed reports and communication with the Power of Yellow (Mortgage/Title/Insurance/Home Warranty) partners of newly reported sales, engaging sales associates for client contact information and updating the Huddle reports on a daily/weekly basis.
• Maintains the Open House Program in the Sales Office(s) utilizing the Weichert Tools available for entering, scheduling and reporting daily/weekly Open Houses.
• Processes settled/closed commission files and related activities for sales associates for timely submission to Central office/Associate Services.
• Maintains the Sales Office(s)’s advertising placements daily/weekly/monthly on electronic social media platforms.
• Assists sales associates with operational and transactional inquiries, as needed.
• Works directly with the Central Licensing staff and processes the hiring packages for new sales associates coming into Weichert, handles transfers, terminations as well as compiling the sales associates’ complete documentation for the Sales Office(s).
• Participates in the onboarding Sales Office(s) orientation for new sales associates joining Weichert to assimilate them into the sales office, including assisting new associates in getting connected to the office wifi network and printers.
• Demonstrates general usage and provides basic knowledge of the Sales Office(s) technology, as well as the Weichert proprietary systems, tools, technologies, and capabilities to the sales associates. Coordinates appropriate training of the systems, tools and /or support resources for training needs.
• Orders office supplies for the Sales Office(s). Works directly with the Operations and Purchasing departments with regard to office supplies and vendors. Performs weekly supply inventory audit.
• Manages the vendor file for the office and contacts vendors and/or Central Headquarters staff when services are needed for office equipment.
• Submits purchase requests and processes payment requests through Concur on a regular basis for the Sales Office(s).
• Assists Branch Vice President, Regional President and/or RP Assistant, when needed, with preparation of reports or other items, including assisting with the updating of slides for the weekly Sales Meeting as directed.
• Distributes memos and creates paperwork, as needed, for…