Administrative Assistant

Key Responsibilities:

Front Office & Communication Support:

• Answer, screen, and route incoming calls; take accurate messages and provide information when needed.
• Receive, sort, and distribute mail, email, and voicemail efficiently.
• Manage all outgoing USPS, UPS, and courier services.

Transaction & Agent Support:

• Assist the Senior Managing Director in processing transaction paperwork for sales and rentals, ensuring all required documentation is tracked, filed, and scanned.
• Support agents with Corcoran’s proprietary systems, including listing databases, marketing collateral creation, search functions, and deal documentation submission.
• Prepare and type board packages, mailing labels, and other agent-related documentation.

Operational & Office Management:

• Process office-related invoices, submit for proper approvals, and route to Finance for payment.
• Maintain operational knowledge of office equipment (pc’s, printers, copiers, etc.), including basic troubleshooting and toner replacement.
• Order, restock, and maintain inventory of office supplies, beverages, and kitchen items.
• Coordinate repair needs with the Facilities team.
• Provide general administrative support including filing, copying, scanning, mailing, and data entry.

Reporting & Meeting Support:

• Update new exclusive listing activity and generate weekly and monthly reports.
• Attend trainings and sales meetings and prepare accurate meeting minutes for distribution.
• Support special projects as assigned.

Job Requirements:

• Bachelor’s degree preferred; candidates without a degree may be considered based on relevant experience. Real estate brokerage experience preferred.
• 1+ years of administrative or customer service–focused experience in a fast-paced environment.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Outstanding verbal and written communication skills.
• Highly organized, detail-oriented, and diligent.
• Professional demeanor with the ability to defuse difficult situations calmly.
• Ability to interact professionally with internal team members, leadership, agents, and clients.
• Flexibility to prioritize shifting needs and manage multiple tasks simultaneously.
• Ability to bend, stoop, walk, climb, and lift/carry items up to 20 lbs.