Aspen Snowmass Sotheby’s International Realty

Real Estate Office Assistant

Salary range $44K-$48K annually, plus monthly bonuses and Health Stipend

Non-exempt

Job Summary

Handles the office reception area, greeting and receiving clients and walk-ins, answering phones promptly, and oversees the office cleanliness. Assists Brokers with administrative duties only, such as listing coordination, document and database facilitation. Provides assistance and maintains communication with Brokers, Manager, and Support team.

Front Desk Duties

• Answers all in-coming calls within three rings: involves fielding calls, taking accurate messages, transferring to voice mail and handling call-ins.
• Opening and closing procedures: turning on/off phones, and lights, opening & locking office, stocking info outside front door.
• Oversees the reception area: involves handling of the front desk area, greeting walk-in clients, display screens, marketing materials, etc.
• Assist with oversight of physical office: maintenance, cleanliness, orderliness, overall lobby/office appearance, keeps the restrooms stocked w/paper products, seasonal flower pots, holiday decorations, sweep sidewalks, shovel sidewalks, etc.
• Assist with maintaining inventory of office supplies and signage.
• Assists in coordinating showing appointments for brokers on both company listings and outside broker listings, for outside broker requests to show company listings.
• Assists with brochure inventory and displays.
• Mail - distributes, post, deliver; maintains office(s) broker mailboxes, package area, and outgoing mailbox.
• Assists with maintaining office equipment, copiers, faxes, and computers: call for tech support when needed, stock paper, add toner, etc.
• Assist Marketing and updating information as needed.
• Communicate and streamline processes, digital systems and working with all other offices for consistencies.
• Liaise between brokers, staff, and company.
• Support all Company Office Managers to create a team environment.
• Attend Staff and All Company Call meetings.

New Listing Coordination

• Know, understand, and uphold/abide by SIR brand standards.
• Know, understand, and uphold/abide the business rules of ABOR.
• Enter listings and description into all programs, and schedule appropriate monthly reports.
• Create a file in the RE Drive with Listing Agreement, AEs, County Records and MLS.
• Upload/resize pictures/virtual tours/videos into all programs.
• Maintain all programs with any updated information concerning price changes, extensions, etc.
• Create Brochures.
• Assist with creation of basic postcards and can pull mailing lists from assessor sites for Broker to review and organize.
• Create and send B2B’s for new listings, specific open houses, and any update information.
• Generate marketing reports through Ajax for Broker when requested outside of preset schedule.
• Tracking Showing Information outside of Showing Time when needed.
• Ensure accurate listing information such as pictures and descriptions, syndicates from Ajax to ASSIR Website.
• Submit listings to Caravan, Tours, and ABOR/ASSIR open house calendars per Broker.

· Assist with Generic Listing Presentations, sending digital version to Broker, or printing and binding hard copy.

· Updating MLS status (draft to active, or back on market, etc.) as directed by broker.

· Draft Listing Agreements and Listing Amend/Extends in emergency situations.

Special Projects

• Office Assistant may be able to help with special projects, however the following will apply:

All requests must go through the Office Manager to determine OA’s time constraints. If OA is unavailable, then Broker will have to wait until time allows or complete project themselves.

Qualifications

Must be organized, possess strong communication, computer and phone skills and be capable of multi-tasking and prioritizing. Must be able to effectively interact with others in a positive and professional environment. Real Estate experience a plus. Technical skills required are typing, word processing, grammar and spelling. Must have experience in Excel, Word and Outlook.

Criteria for Evaluation

Evaluated on thoroughness of duties, teamwork, attitude, courtesy, relations with other employees, punctuality, accuracy, ability to handle responsibility, willingness to support Office Manager/Managing Broker. The first three months are considered to be a trial period after which there will be an evaluation.

Reporting Relationship

Reports to Office Manager/Operations Manager

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. This job is an in-office with possible remote time after 1 year.

Physical Demands
This is largely a sedentary role; however, some scanning is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Position Type and Expected Hours of Work
This is a full-time position. The days and hours of work are Monday through Friday, generally 8:30 – 5:00PM.

Benefits Offered Health Stipend, medical benefits, employer paid life insurance, optional dental, vision, and supplemental insurance. Vacation, Sick, PTO and Volunteer time. 401(k) and matching after 90 days of employment.

Job Type: Full-time

Pay: $44,000.00 - $48,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Experience:

• office: 1 year (Required)

Ability to Commute:

• Aspen, CO 81611 (Required)

Ability to Relocate:

• Aspen, CO 81611: Relocate before starting work (Required)

Work Location: In person