Administrative Assistant - Sales

EASTERN TITLE DIVISION

Job Description:

The Administrative Assistant supports the designated Sales Executive as he/she follows a variety of established industry and company guidelines, concepts, best practices and procedures to determine and execute the most effective and efficient method to support commercial and residential real estate transaction closings. Old Republic Title – National Commercial Services (NCS) transactions characteristically include multiple parties, sites and locations, and involve complex underwriting requirements. 

The Administrative Assistant position is responsible for confidential and time sensitive material associated with commercial transaction matters and relies on experience and judgment to plan and accomplish assignments.  The position is responsible for ensuring that assigned tasks, associated with pre-closing, closing, and post-closing activities are fully completed in an accurate, timely, and legally compliant manner.

ESSENTIAL FUNCTIONS:

• Support the Sales Executive administratively, including research, data entry, scanning, filing, proof reading, and mailing, throughout the life cycle of a transaction.

• Act as liaison between Sales Executive and internal production team to track current and prospective transactions and provide regular production status updates to Sales Executive.

• Continuously monitor service levels by maintaining close communications with internal production team.

• Ensure the accuracy, consistency, completeness and operating compliance of work products prepared for assigned projects.

• Provide scheduling support and coordination for Sales Executive’s daily calendar, travel and expense reports.

• Utilize CRM software to track sales leads and follow-up; maintain contact lists, project lists for customers, transaction files, and related materials according to NCS standard practices.

• Liaise with local marketing team to employ any available corporate marketing tools on behalf of Sales Executive; provide social media support as needed.

• Assist other sales team efforts as needed.

• Answer company phones as needed; assist with general office organization.

ESSENTIAL EXPECTATIONS:

• Ability to work with confidential information.

• Ability to multi-task and be responsible for multiple projects at once.

• This is an in-office position: Ability to work in the office, Monday through Friday with a 40 hour per week schedule.

• 8 hours per day; plus a 1 hour un-paid lunch hour.

• Regular consistent attendance is required, that could include attendance at after hour Company events.

• Ability to work overtime as requested and approved by supervisor.

• This position is eligible for a 1 day per week hybrid work scenario at the mutually agreed discretion of the Supervisor and Sales Executive, following on-boarding and training.

LOCATION:

• Note: Regardless of assigned location and work station, all employees will be issued a company laptop and will be expected to be able to work remotely on the occasion that it is not possible to safely be present in the office.

• New York, NY office: In-office work station

• Must be personable, positive and a professional representative of the Company.

• Ability to foster, develop and maintain professional and collaborative working relationships. Must be able to get along with others, i.e., peers, supervisors, outside customers, and vendors.

• Ability to interact effectively and professionally with all levels of management, employees and customers by Microsoft Outlook email, phone, Microsoft Teams chat and video calls, and in person. 

• Participate in Continuing Education opportunities offered by / assigned by ORT Corporate

• Take initiative to learn and grow as a team member.

KNOWLEDGE/SKILLS/EXPERIENCE REQUIRED:

• Minimum 3 years of experience as an Administrative Assistant (or similar role/title).

• Ideal candidate has experience working as an assistant for an executive in a sales role.

• Ideal candidate has previous experience working at a title company and/or real estate company.

• Basic knowledge of commercial insurance coverage, and real estate terminology preferred.

• Excellent verbal and written communication skills.

• Excellent interpersonal and customer service skills.

• Ability to prioritize and handle multiple projects.

• Strong attention to detail and organizational skills.

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