Branch Office Assistant

Job purpose

Attend to agents’ and visitors’ inquiries both on the phone and face to face. Office Assistant plays a key role as they present the first impression of the company to agents and visitors. Assists with all inquiries, requests and agent recruiting.

Duties and responsibilities

• Greet/Acknowledge Agents & Clients when entering the office
• Assist in coverage for call center, as scheduled, on a daily basis
• Answer incoming office calls sent to your extension: assist agent’s with questions
• Message out items received from other offices through our proprietary system
• Check the Office Assistant email on a regular basis, at least hourly
• Process daily US Mail, by looking up the agent’s mailbox and distributing appropriately.
• Accept deliveries and message agent, through our proprietary system
• Check the “office drop box”, message (through our system) and distribute appropriately
• Make coffee for the office (all employees in the office do this); organize conference rooms, kitchen and meeting areas
• Ensure office and kitchen areas are set up and clean when meetings are scheduled
• Process agent files
• Assist agents with printer & copier requests
• Walk through the office, when time permits, 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 as needed. Control inventory relevant to reception area
• Assist Manager w/any needs they might have or any special projects
• Schedule Manager appointments
• Set up new listing and/or contract files, based on items received from brokersig@westusa.com. and upload items for/from Broker Signature throughout the day which were sent by email
• Help to post “agent payments and supply charges” in the system

Qualifications

• Verbal and written communication skills.
• Professional personal presentation.
• Customer service.
• High School Diploma.
• Attention to detail.
• Initiative – self-starter.
• Knowledge of computer software & keyboard skills.

Working conditions

This job may require long hours looking at a computer screen and typing. Office hours are Mon. through Fri. 8am – 5pm (w/1 hour regularly scheduled lunch required).