ARCADIA ASSOCIATION OF REALTORS

Job Description

Job Title: RECEPTION & ADMINISTRATION

Department: Administrative

Status: F/T - 35 - 40 hours a week FLSA Status: Nonexempt

Reports to: Chief Staff Executive (CSE) and Office Manager

Number of Direct Reports: 0

ORGANIZATION SUMMARY:

The Arcadia Association of REALTORS is a membership organization providing outstanding customer service and programs to REALTORS in the greater San Gabriel Valley.

POSITION SUMMARY:

A skilled professional who provides a wide range of supportive & administrative services for the organization and will assist the Chief Staff Executive (CSE). This individual will become knowledgeable of all association activities, as well as work with some committees as the staff liaison.

ESSENTIAL FUNCTIONS:

Clerical

• Frontline person who will provide outstanding customer service in answering phone calls and handling situation whenever possible and/or forwarding to proper party.
• Provide outstanding customer service at front desk (not required to sit at front desk)
• Managing files and records including data entry in proprietary membership database
• Knowledge of Outlook email and other business programs
• Schedule meetings for multiple committees

Meetings

• Communicates with some membership via telephone, broadcast e-mail, some Constant Contact and Outlook
• Schedules and coordinates various meetings and special events including annual awards and installation event
• Contributes to a calendar of all meetings and classes; coordinates with CSE’s calendar
• Assist CSE in formulating agendas and organizing membership meetings

Administration

• Coordinates with 2 of organization’s committees and chairpersons in preparation for committee meetings, schedules classes and/or events, communicates with outside people and entities and sets up online registrations and preparation of online or in-person classroom on the day of the event
• Tracks Code of Ethics completion for members and records completion in National REALTORS Database System (NRDS).
• Attends the association’s weekly MLS Marketing Meetings and other special association events, assisting in tech set up, preparation and tech take down

Assistant to CSE

• Coordinates travel for CSE and other members of the organization
• Organizes and schedules meetings for special work groups within organization
• Helps plan & coordinate events including installation gala and catering for other events as needed
• Other assignments as needed and directed

COMMITTEE AND BOARD OF DIRECTORS

• Works directly with 2 committees and chairpersons as staff liaison, creating agendas, recording official meeting minutes, following through with Action Items as directed by each committee
• Provides secretarial functions for taskforces to include recording of minutes and notes, preparation of sign-in sheets and agendas, notification of meetings and other duties as instructed by CSE

MISCELLANEOUS

• Respond to incoming on-line chat messages from website
• Order office and/or AAR store supplies as needed, coordinating with Office Manager
• Assists members with SUPRA lockboxes and eKeys
• Answers members questions and phone calls
• All other duties as assigned by CSE or Office Manager

QUALIFICATIONS:

• Knowledge of administrative and clerical procedures and systems such as word processing
• Problem-solving and decision-making capabilities
• Self-directed and takes initiative
• Proficient in technology, computer programs and social media
• Highly effective at “multi-tasking”
• Excellent written and verbal communication skills
• Attention to detail and extremely organized
• Exceptional customer service and support skills
• A good team player

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

• Ability to smile and enjoy working with an effective team and CSE
• Ability to walk, stand, and sit (including on the floor) for long periods of time
• Must be able to lift and carry supplies weighing up to 20 pounds
• Ability to stand or sit while maintaining alertness for several hours at a time
• Position may require bending, leaning, and walking
• Ability to speak concisely and effectively communicate
• Visual and auditory ability to respond to critical situations and physical ability to act swiftly in an emergency
• Ability to view/enter data for long periods of time.

Job Type: Full-time

Pay: From $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

COVID-19 considerations:
We care about our team members (staff) and membership base and follow all mandated COVID-19 requirements.

Education:

• High school or equivalent (Preferred)

Experience:

• Office: 1 year (Preferred)

Work Location: In person

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