About the role
Pay: $18.00 to $20.00 per hour
Description
Position Summary
The Administrative Assistant provides comprehensive administrative and operational support to the President of HUNT Commercial and the Commercial Real Estate team This position serves as a key point of contact for agents, clients, vendors, and internal departments while ensuring the efficient coordination of daily business operations Responsibilities include executive support, transaction administration, calendar management, document preparation, agent onboarding, and general office administration. The ideal candidate is highly organized, detail-oriented, customer-focused, and able to effectively manage multiple priorities in a fast-paced environment while maintaining confidentiality and professionalism
Essential Duties and Responsibilities
Executive Support
Provide administrative support to the President of HUNT Commercial, including managing calendars, scheduling meetings, and coordinating appointments
Prepare reports, correspondence, presentations, and other business documents
Coordinate meeting logistics, catering, conference rooms, and visitor accommodations
Prepare and process expense reports
Assist with special projects and other assignments as directed by the President
Transaction & Listing Administration
Coordinate the administrative processing of commercial listings and transactions
Enter and maintain listings, revisions, attachments, photographs, and related documentation within company databases and third-party systems
Upload listing documents, invoices, change forms, and transaction documentation into company systems
Process deal sheets and maintain transaction records
Prepare invoices and monitor outstanding payments
Record escrow deposits and coordinate commission deposits with Accounting
Maintain organized electronic and physical transaction files
Ensure all transaction documentation is complete and compliant with company procedures
Administrative & Office Operations
Serve as the primary point of contact for incoming phone calls, emails, and visitors
Provide exceptional customer service to clients, agents, vendors, and internal business partners
Manage incoming and outgoing mail, including distribution of commission checks and accounting documents
Maintain office supplies and coordinate equipment maintenance and vendor service requests
Maintain commercial forms, templates, and shared electronic filing systems to ensure current documentation is available
Update departmental contact lists and distribution lists
Maintain accurate filing systems and administrative records
Agent Support
Assist with onboarding new commercial agents, including preparing required paperwork and providing administrative orientation
Maintain agent personnel files and licensing documentation
Monitor agent license renewal deadlines and provide timely reminders
Provide administrative assistance to agents regarding listings, transactions, and company processes
Communication & Coordination
Collaborate with Accounting, Operations, Marketing, and other departments to facilitate efficient business operations
Respond to inquiries in a professional and timely manner
Maintain confidentiality of sensitive business and employee information
Support department initiatives and participate in process improvement efforts
Requirements
Education
High school diploma or equivalent required
Associate's degree in Business Administration or related field preferred
Experience
3+ years of administrative or executive support experience preferred
Experience supporting senior leadership is highly desirable
Real estate, commercial real estate, or transaction coordination experience preferred
Experience working with CRM, MLS, document management systems, or similar business software is a plus
Knowledge, Skills & Abilities
Exceptional organizational and time management skills
Strong attention to detail and accuracy
Excellent written and verbal communication skills
Ability to prioritize multiple assignments and meet deadlines
Strong customer service orientation
Ability to exercise discretion and maintain confidentiality
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Ability to learn internal software systems and databases quickly
Strong interpersonal skills and ability to work collaboratively across departments
Physical Requirements
Ability to sit for extended periods while working at a computer
Occasionally lift and carry office materials weighing up to 20 pounds
Ability to move throughout the office to perform administrative duties