Admin Asst Branch

Purpose of Job

The Administrative Assistant manages daily branch office operations and provides comprehensive support to sales associates, management, and administrative staff. This role coordinates and executes general office activities while leading agent onboarding, recruitment outreach, and marketing initiatives to ensure operational efficiency, enhance agent productivity, and support the branch’s growth objectives.

Job Duties and Responsibilities (Essential Job Functions)

• Manage daily branch office operations, including office appearance, supplies, mail distribution, scheduling, client communications, and document accuracy.
• Oversee the Passport to Success onboarding program as the primary point of contact for new agents—guiding them through training, scheduling all onboarding activities, ensuring operational readiness, and tracking progress to achieve deal-ready status within six weeks.
• Lead recruitment and outreach efforts, serving as the main contact for campaigns and organizing monthly in-office recruiting events.
• Develop and implement creative strategies to attract quality agents and maintain a strong recruitment pipeline.
• Manage monthly purchase and segmentation of Key Realty student lists; execute a personalized two-part handwritten letter campaign to targeted prospects in Nevada, tracking ROI and engagement.
• Create, post, and distribute recruitment and marketing materials, including brochures, flyers, postcards, presentations, and client letters.
• Act as liaison between sales associates and office management, ensuring seamless agent support from recruitment through ongoing productivity.
• Provide agent training on office equipment, systems, and marketing tools.
• Assist in training and directing office staff as needed; provide backup administrative support.
• Process licensing paperwork for new, renewing, and transferring sales associates.
• Assist with setup, coordination, and cleanup of special events and office meetings.

Perform any additional administrative and support responsibilities as requested or assigned in support of the branch.

Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected timeframes and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

Qualifications

Education:

• High school diploma or equivalent required.
• Associate’s degree in business administration, marketing, communications, or related field preferred.
• Additional training or coursework in office administration, real estate operations, or recruitment is a plus.

Experience:

• Minimum of three years of clerical or administrative experience in a fast-paced office environment.
• Experience in real estate, sales support, marketing coordination, or recruitment preferred.
• Background in event coordination, client communications, or onboarding/training is a plus.

Knowledge and Skills:

• Knowledge of real estate, title, and/or mortgage business preferred.
• Strong computer skills; proficient in G-Suite and Microsoft Office products (including Excel for tracking and reporting).
• Familiarity with marketing tools, social media platforms, and basic design software preferred.
• Strong verbal and written communication skills, with the ability to create professional correspondence and marketing materials.
• Excellent organizational skills, with the ability to prioritize and manage multiple tasks, projects, and deadlines concurrently.
• High attention to detail, accuracy, and quality standards.
• Strong interpersonal skills, a customer service focus, and the ability to work effectively in a team-oriented environment.
• Effective analytical and problem-solving skills, including the ability to track and evaluate campaign ROI and engagement metrics.

We offer a full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.