Office Assistant

Job Description

Job Description

Branch Office Assistant

About West USA Realty Inc. - Arizona

West USA Realty, Inc. is a full-service real estate brokerage offering residential, new homes, luxury homes, property management, and commercial sales services. West USA Realty is celebrating its 35th year providing real estate services to the state of Arizona. West USA is ranked 14th among the top 500 Real Estate Firms in the nation and is the number one producing privately owned brokerage in Arizona.

West USA Realty is looking for a productive and customer support driven Office Assistant

The successful candidate will be responsible for providing backup support for the Office Manager. Support agents by making sure the office is a clean and organized workspace. Communicating with agents, about checks, mail, and other items.

Duties and responsibilities

Customer service - Assist agents with requirements, office billing, uploading files, dashboard questions, message out commissions & PM checks.

• • Distributing US Mail into the appropriate mailboxes
• • Complete the daily run bag (Undo/Morning - Put together/Late Afternoon).
• • Assist agents with printer & copier issues
• • Walk through the office, when time permits & coverage available to ensure the office is clean, etc.
• • Maintain/manage pick-up log
• • Check the printers for paper, each morning and evening, before leaving. Order office supplies on a weekly basis. Control inventory relevant to the reception area
• • Assist Manager and/or Assistant Manager w/any needs they might have or any special projects including Interviewing potential agents when Manager is unable or already engaged
• • Enter “new agents” into the system – message appropriate people
• • Schedule Manager appointments
• • Assist in coverage for call center, when needed
• • Help to post “agent payments” in the system, print reports towards the end of the day to verify all posted properly to send to Accounting (including attaching the tape run). If the post is for another office, message the other office
• • Assist agents with questions in regards to their monthly statement/bill; file requirement questions; dashboard questions, etc.
• • Help to post supplies around monthly billing time for preparation for posting/close of bills
• • Verbal and written communication skills.
• • Data processing/additional duties as assigned.

Qualifications

• • Excellent computer skills.
• • Strong organizational skills.
• • Customer service.
• • High School Diploma
• • Self-Starter.

Working Conditions:

This job may require long hours looking at a computer screen. May be required to cover for staff or travel to other offices to assist. Hours are Mon. thru Fri. 8am – 5pm (w/1 Hour regularly scheduled lunch required).