JOB DESCRIPTION:
Ocean Sotheby's International Realty is seeking an energetic self-starter for an office assistant position.
The office assistant will be in direct communication with the management team to support the office's functioning and act within a welcoming capacity.
A collaborative and vibrant work culture
A chance to represent a globally recognized luxury brand
Opportunities for personal and professional development
You'll be part of a team that values excellence, integrity, and service
RESPONSIBILITIES:
Provide general office and administrative assistance as needed, within reason, to agents to perform their duties in a quick and orderly fashion
Communicate information to agents at the request of Managing Broker or Chief Marketing Officer
Dotloop -- maintain forms, add new agents, approve all pending files, close out files, troubleshoot agent issues
Follow guidelines and procedures from management
Provide new forms and information to agents as directed by Managing Broker or the Chief Marketing Officer
Prepare and distribute a monthly floor schedule to ensure that the office is covered during all open hours
Monitor all floor schedule rules to ensure compliance in a fair and orderly manner
Assist in preparing for meetings, including agendas and producing reports
Enter listings & photos into DASH, and email the Marketing team upon completion
Maintain listings in DASH to mirror the MLS
Close out listings in DASH after closing
Request updates from agents on listings about to expire
Answer phones when up agents are unavailable and respond to callers’ needs as appropriate
Go to the mailbox daily, distribute mail promptly, and scan and email to an agent if requested
Maintain office files both digitally and in print
Maintain a contact list of service providers as directed by the Managing Broker
Coordinate repairs and/or services as needed with approval from the Managing Broker
Schedule regular office cleaning
Keep office equipment in working order and troubleshooting as needed
Ensure that printers have adequate toner
Purge dated printed collateral regularly
Organize and schedule meetings, open houses, team building activities and office caravans at the direction of the Managing Broker or Chief Marketing Officer
Order office supplies and track supply levels
Maintain overall office presentation; maintain listing presentation documents and supply levels, declutter front desk, orderly presentation of brochures, and removal of dated ones to agents for mail outs
Maintain office subcontractors and schedule needed maintenance with approval from Managing Broker
Participate in quarterly sales meetings as requested
Partner with the accounting team on the following: scan and email all office bills, closing paperwork, agent commission checks, referral checks, and deposit checks if not wired
Special projects and other duties may be requested
QUALIFICATIONS:
High School Diploma
Minimum two years professional administrative assistant/reception experience
Tech-savvy — comfortable with email platforms, Microsoft Office/Google Suite, CRM systems, and office tech
Strong computer skills and comfort learning new software
Driven and proactive — always looking for ways to help and improve office systems
Highly organized — able to manage multiple priorities with ease and attention to detail
Ability to take direction and work independently
Creative problem-solving skills
Well-presented, professional, and composed in both appearance and demeanor
Reliable transportation and ability to be onsite every weekday
Job Type: Full-time
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- Health insurance
- Paid time off
Application Question(s):
- Located in the Florida Keys?
Location:
- Key West, FL 33040 (Required)
Work Location: In person
