82 Administrative Staff jobs in Wheatley Heights

Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations.

1. Direct and coordinate the administrative activities in support of the real estate office. Oversee, maintain and perform the day-to-day sales office operations, including: payment of bills, answering phones, record keeping, invoicing, marketing, filing, assisting sales/branch manager, tracking expenses, greeting clients, building and equipment maintenance and maintenance of office supply and marketing material inventories. (35-45%)
2. Oversee the processing and verifying of new listings and sales, which may include entering the listings and sales into the system. Ensure the accuracy and timely preparation of purchase agreements, record and maintain all sold records, and prepare monthly reports. Calculate advertising, proof and submit ads for local newspapers. Distribute work to the office staff. May handle correspondence, mail and support appointment setting. (20-30%)
3. May maintain escrow account and monitor the upcoming sales transactions for completeness and compliance and ensure necessary information has been ordered and is accurate, i.e. payoff, abstract, title evidence, reports, mortgage documentation, and other pertinent information. (15-20%)

1. Provide support to the sales associates which may include, processing license applications for new, renewing and transferring sales associates, ensuring all paperwork is completed and processed in a timely manner, conducting orientation for new sales associates, assisting sales associates with billings, advertising, paperwork and training. Remain available and act as the first point of contact for sales associates. (15-20%)
2. Recruit, train, schedule and supervise office personnel. Act as liaison between staff, managers, and sales associates. Perform supervisory activities, including training, employee safety, selection and development of employees, employee counseling and motivation, and salary administration. Perform annual merit reviews and evaluate subordinates’ job performance. Assist in the preparation and administration of the department budget. Provide backup support for staff as needed. (10-15%)
3. Coordinate special events, collateral material, flyers, handouts and brochures. (0-5%)
4. Provide telecommunication support, including notice of phone number changes, coordinate long distance codes with long distance carrier as needed; assign voice mail and DID numbers for new agents; maintain voice mail computer system adding and deleting agents as required. (0-5%)
5. Perform any additional responsibilities as requested or assigned. (0 – 5%)

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

• Bachelor’s degree in business administration or related field; or equivalent work experience and knowledge.

• Three to five plus years of related experience and demonstrated supervisory skills.

• Knowledge of real estate, title and /or mortgage business strongly preferred.
• Strong computer skills; proficient in Microsoft Office products, including Word, Excel, Publisher and Access.
• Excellent oral and written communication skills.
• Effective interpersonal skills and leadership abilities. A strong customer-service focus.
• Effective analytical, problem-solving and decision-making skills; initiative, attention to detail, and a team player.
• Project management skills; ability to prioritize and handle multiple tasks and projects concurrently.
• Ability to handle stress and work under pressure.
• Ability to work evenings and weekends.

• Real estate license preferred.

Work Location : West (candidates residing in the West preferred) 5.5 work week (alternate Saturday OFF) Job Description: · Work closely with the Condo Manager in assisting all aspects of management including administrative and financial duties. · Organize and maintain file system, and files correspondence and other records. Answer phones and communicate via email in a timely manner. · Assist residents and staff to ensure excellent customer service. Job Requirements: · Strong communication and negotiation skill. · Ability to handle pressure and multiple tasks. · Good administrative and Computer literacy. · Mature and outgoing personality. · At least 1 year experience in condominium/building management. · Salary will commensurate with experience and qualification. #J-18808-Ljbffr

Days/Hours: Monday – Thursday, 8:30 AM – 4:30 PM

*Must be located on Long Island*

Contract role until 10/31/2025 with possibility to be temp to hire.

Top Requirements:

1. Scheduling and organizing plant activities
2. Maintaining MSDS sheets
3. Managing inventory

General Purpose:

Provide administrative support to the management team by organizing meetings, maintaining compliance documentation, coordinating inventory activity, and assisting with planning of events, customer/vendor visits, and internal communications.

Key Responsibilities:

• Schedule and organize meetings and plant activities
• Liaise with internal departments, other facilities, vendors, and customers
• Maintain and administer MSDS sheets
• Issue daily components for inventory and prepare associated reports
• Assist in managing schedules for GM and management team
• Order and maintain office supplies; coordinate with Purchasing
• Maintain and update company forms and documents
• Support equipment maintenance (e.g., copiers, printers)
• Arrange travel as needed
• Handle confidential and routine information
• Participate in and document meetings as required
• Perform other related duties as assigned

Qualifications:

• High school diploma or GED required
• Minimum of 2 years related administrative experience
• Ability to read and interpret safety and procedural documents
• Intermediate proficiency in MS Office (Word, Excel, Outlook, etc.)
• Strong organizational, communication, and time management skills
• Reliable attendance and willingness to work overtime during busy periods
• Ability to maintain confidentiality and work independently or in a team

#SJ1030631

About Us:

Liberty POST has offered its clients a range of high-quality and individualized services since 1994. Backed by Liberty Resources Inc. and part of a large social services circle, originally POST was a speech-language practice in Syracuse NY, and has grown to provide a range of services throughout all of New York State and New Jersey. We employ over 500 professionals in a variety of settings and offer a collaborative team approach to provide evaluation, direct therapy, and family education through child-directed play. We are focused on the importance of a child’s natural learning environment, a family’s unique strengths and needs and the diverse population we serve.

Administrative Assistant Job Summary:

Liberty POST (formerly Island Therapies) is currently seeking a reliable and organized individual to support daily office operations. This role involved handling front desk responsibilities, managing communication, maintaining records, and ensuring tasks are completed accurately and on time. The ideal candidate is a strong team player with good communication skills and basic computer proficiency.

Administrative Assistant Job Duties and Responsibilities:

1. Communication and Coordination: Front office reception, answering telephones. Effectively communicates with clients, families, and agencies, while scheduling appointments and following up on necessary paperwork for services.

1. Document Management: Prepares, processes, files and maintains client and employee documentation, including correspondence, consent forms, and reports, ensuring confidentiality and accuracy in data entry (utilizing programs such as ProviderSoft, EI HUB and/or Microsoft 365).

1. Quality Control and Compliance: Takes responsibility for the quality of work, adheres to corporate and regional policies, and meets deadlines, all while collaborating in a team-driven environment. 

Qualifications, Knowledge and Experience:

• High School Diploma or equivalent required
• Must have good communication skills, be organized, and work well with a team.
• Must be proficient in Microsoft Word and Microsoft Excel.
• Valid driver’s license required

Pay Rate:

• Starting at $17.25 per hour; commensurate with experience
• Health benefits available depending on number of hours
• Sick time accrues according to NYS requirements

Liberty POST is an equal opportunity employer. We offer equal employment opportunities to all persons without regard to race, color, ethnicity, religion, sex, sexual orientation, national origin, age, marital status, physical or mental disability, parental status, housing status, source of income or military status, in accordance with applicable federal, state and local EEO laws.