Real Estate Administrative Assistant​/Year Round

Join to apply for the Real Estate Administrative Assistant Full Time/Year Round with Benefits role at Orchid Island Golf and Beach Club

1 day ago Be among the first 25 applicants

Join to apply for the Real Estate Administrative Assistant Full Time/Year Round with Benefits role at Orchid Island Golf and Beach Club

Get AI-powered advice on this job and more exclusive features.

Orchid Island Golf & Beach Club is a private member-owned Club, recognized as a Distinguished Club and designated as a Platinum Club of America. Located in the Town of Orchid, Florida, just north of Vero Beach, this community is beautifully situated on 600 acres from the ocean to the river. Orchid Island Golf & Beach Club offers the best of life in Vero Beach-three spectacular dining venues, over a mile of private beach, tennis and pickleball courts, a fitness center, spa, and an outstanding Arnold Palmer designed golf course.

Orchid Island Golf & Beach Club has a full-time, year-round position available for Administrative Assistant in our real estate office--Orchid Island Realty. This position is responsible for day-to-day administrative operation of the Sales Office, responding to any calls regarding general questions or inquiries including client relations. Ensures contracts, leases, agreements, reports, invoices, leads, marketing materials and listings are prepared and properly maintained.

Essential Duties & Responsibilities include the following, but not limited to:

• Assist Sales Associates in preparing and managing contracts, leases, listing agreements, commission agreements, brokerage agreements, etc.

• Assist and coordinate operational needs with the Sales Team.

• Meet and greet each prospect/visitor and answer and coordinate all calls.

• Maintain the customer relationship software program.

• Assist with opening and closing homes for showings.

• Maintain general files in both paper and computer filing systems (contracts/listings/leases/month-end sales reports and budgets).

• Review and maintain MLS listings:
Ensure MLS is updated with any price changes, extensions, contingent & solds, association fee, etc. Follow MLS operational procedures.

• Obtain yearly property budgets from all Community and Condominium Associations.

• Code all invoices, check requests for review & approval. Forward approved invoices to Accounting.

• Maintain filing system of all invoices forwarded for payment.

• Maintain and update all reports.

• Prepare sales listing packets, showing packets and ensure all listing and showing information is always available and readily accessible.

Qualifications:

• High school or general equivalency diploma required; post-secondary education preferred.

• Four years' administrative office experience required.

• Microsoft Office Suite experience required with intermediate skill level in Excel. Experience with Matrix MLS and Adobe suite preferred.

Knowledge and Skill Requirements:

• Excellent communication (verbal and written) skills.

• Innovative and forward thinking.

• Demonstrated record of good work attendance and reliability.

• Must be highly organized and detail orientated.

• Ability to guide the day-to-day operations of the office in a business-like, positive, professional, and ethical manner.

• Self-motivated to improve knowledge and skills to remain current about the market and best practices.

• Ability to maintain good working relationship with employees, Members, vendors, and all clients.

• Have effective time management skills and be efficient at multi-tasking; flexible in work habits and work schedule.

• Ability to proactively anticipate needs of Sales Team and plan accordingly

Working Conditions and Physical Requirements:

• Able to meet and perform the physical requirements and to work effectively in an environment which is typical of this position.

• Frequent lifting, bending, climbing, stooping, and pulling. Frequent repetitive motions. Must be able to occasionally lift up to 25 pounds.

• Work may include some evenings and/or weekends.

Orchid Island is an Equal Opportunity Employer and a…