Administrative Assistant

The Escrow Firm
US - Florida - Santa Rosa
January 25, 2025

Provides administrative support for the department/office. Assists with special projects as needed and provides backup to other office staff in their absence. May serve as liaison between perspective client, real estate agents, vendors, or other departments. May provide work direction to other clerical staff.

Job Duties and Responsibilities (Essential Job Functions) Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations.

Answer phone, schedule appointments, provide information, greet customers, orient clients to office/department services and personnel, and respond to information requests.
Enter data, maintain and monitor data files, create files and documents, produce reports, process and verify paperwork, prepare billings, process invoices, proof documents, prepare mailings, prepare packets and handle correspondence, may provide recordkeeping duties.
Provide support to office or company leadership as assist with special projects as requested.
Routine administrative tasks:
- Sort and distribute mail
- Filing and copying
- May serve as a backup to other office staff in their absence
- Maintain office supply inventory, order office supplies, and direct maintenance of office equipment
- Handle travel arrangements and special meeting/event needs
- Answer and transfer phone calls, screening first when necessary.
- Welcome and direct visitors and clients
- Maintain management schedules and appointments as directed
- Enter data and maintain filing system(s) as assigned
- Retrieve information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
- Responds to and resolves administrative inquiries and questions
- Prepares agendas and schedules for meetings; records and distributes minutes or other records for meetings
May provide work direction or distribute work to office positions.
Perform any additional responsibilities as requested or assigned.

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 time frames 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 equivalency diploma or equivalent knowledge and work experience.

Experience:

1+ years of administrative or clerical experience strongly preferred.

Knowledge and Skills:

Knowledge of real estate, title and/or mortgage business helpful.
Strong computer and keying skills. Typing speed of 45-60 w.p.m.
Self-motivated, organized and detail-oriented.
Ability to work independently and to prioritize and handle multiple tasks and projects concurrently.
Effective oral and written communication skills, interpersonal skills a customer-service focus and the ability to work as a member in a team-oriented environment.

Other (licenses, certifications, schedule flexibility/OT, travel, etc.):

Flexibility, schedule may require ability to work evenings and weekends.

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

Read the full job description and apply online on the recuiter's web-site

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