Job Summary
Summary/Objective: The overall objective of the Corporate Services Administrative Assistant is to assist the Director and Coordinators. This position requires interacting with Clients and Sales Executives regarding referral matters on a continuing basis.
- Essential Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position is responsible for supporting the administrative tasks and responsibilities of the Corporate Services Department.
Assistant to Director and Coordinators.
Responsible for ReloSpec Responses and ToDos.
Willingness to learn
Motivated to work in a dynamic, results-oriented Real Estate environment, focused on delivering excellent levels of service to customers .
Willingness to stretch to exceed customer expectations.
Persevering and a positive mental attitude.
Able to work independently: self-starter, with strong initiative.
Highly organized and detail-oriented, while coordinating multiple projects simultaneously.
- Competencies
Collaboration Skills, ability to interact with both internal and external customers at all levels
Communication skills, verbal and written Discretion
Ethical Conduct
Organizational Skills, ability to multi-task, prioritize and be flexible with changing business needs in a team environment as well as manage deadlines and time constraints.
Personal Effectiveness/Credibility
Technical Capacity
- Work Environment/Dress Code
Dress code is business attire. Office/indoor environment
- Services/Duties
Customer Service to referral sources.
ReloSpec (RS) – Data entry Responses & ToDo’s – Broker to Broker.
Request & send HUD to referring parties (broker to broker / relocation).
Assisting with info on all agent-generated leads, pend, close, mail checks, & provide HUDs.
Tropical Realty Referrals, Inc. activate terminate and maintain all files, pend, close & mail checks.
Enter referrals into (RS), and assign agent follow-up in RS.
Maintain Corporate Weekly Activity Spreadsheet.
Prepare RFDS from STR & pend transactions for Accounting & in (RS).
Mail checks & provide HUDs for all transactions.
Approve utility bills.
Assist with accounting referral fees, pending and closed transactions.
Provide backup assistance in the absence of department personnel.
Troubleshoot and assist with and attempt to resolve any referral concerns between the department, sales executives, managers and clients.
Agent tracking, updates and terminations.
- Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to see, talk and hear. This is largely a sedentary role; however, some filing and movement through the office is required. This would require but is not limited to the ability to lift files, open filing cabinets, and maintain office equipment. This job requires good hearing and eye sight for customer communication and computer input.
- Position Type/Expected Hours of Work :
This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m. Occasional evening and weekend work may be required as job duties demand.
- Travel
Local travel when necessary
- Required education and experience
Strong Microsoft Office, Excel, Word and Power Point expertise is a must.
- Preferred Education and Experience
High school diploma or equivalent
Previous Office and/or Real Estate Office Experience is welcome, however not necessary
- Additional Projects and Tasks as Assigned
- Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Capstone tropical holdings (CTH) operates the residential, commercial, and property management divisions for Berkshire Hathaway HomeServices Florida Properties Group. Also included under the CTH umbrella are Capstone Title and Capstone Insurance. It is the mission of CTH to utilize its world-class team of professionals and systems to guide people in making great real estate and financial decisions. We offer a full complement of solutions to meet the changing needs of today’s consumer including: residential and commercial real estate services, residential and commercial property management, title and closing services, mortgage services, relocation, auction, REO, property and casualty insurance.
All candidates must successfully pass a background check as well as a pre-employment drug screening.
Capstone Tropical Holdings is an Equal Opportunity Employer
Benefits
- A great work environment that supports growth and development
- Comprehensive benefit packages
- 401(k) matching program
Job Type: Full-time
Required experience:
- Customer Service: 2 years
- Administrative Assistant: 3 years
- Data Entry: 2 years
Required education:
