Position Overview:
As an Administrative Assistant at Gallego Realty Group you will play a crucial role in supporting the daily operations of the company. The ideal candidate must have a strong background in systems development and implementation, marketing, excellent communication skills, and the ability to thrive in a fast-paced environment. This role requires a detail-oriented individual who can handle multiple tasks efficiently and has passion for serving clients, also has a high level of integrity and works diligently to exceed client’s expectations.
Responsibilities:
The Director of Administration builds, implements, and manages all systems for transaction coordination, internal communication, client communication, financial management, information management, central database management, and marketing.
Assists as needed in documenting the systems of other departments, including customer service, buyer, seller, lead generation and tracking
Is responsible for all financial systems, including maintaining the books, paying the bills, assuring the collection of commissions, maintaining the budget, and generating financial reports.
Oversees all contracts through closing.
Creates and maintains an operations manual that documents all systems and standards.
Coordinates the purchase, installation, and maintenance of all office equipment.
Key Skills:
Organizational Skills: managing calendars, scheduling appointments, and coordinating events. Efficiently prioritize tasks and handle multiple responsibilities simultaneously.
Time Management: Prioritizing tasks, meeting deadlines, and ensuring that daily operations run smoothly.
Communication Skills: Clear and effective communication, both written and verbal, is crucial.
Software Proficiency: Proficiency in office software such as Microsoft Office (Word, Excel, PowerPoint), Google Workspace, email systems, Canva and MLS.
Problem Solving: Being resourceful and able to quickly resolve issues is important. This includes anticipating problems and proactively addressing them.
Professionalism: Representing the company in a professional manner is key. This involves a professional appearance, demeanor, and the ability to handle situations with tact and diplomacy.
Attention to Detail: Small errors can have significant consequences, so attention to detail is paramount. This includes proofreading documents, double-checking information, and ensuring accuracy in all tasks.
Customer Service Skills: Being courteous, responsive, and helpful to enhance the image of the company to foster positive relationships.
Resourcefulness: Finding information, solving problems, and navigating systems to assist the team lead.
Continuous Learning: Staying updated on industry trends, technologies, and administrative best practices demonstrates a commitment to personal and professional development.