Now Hiring - Real Estate Office Assistant in Cypress, CA

Paragon Partners has an exciting new job opening for a Real Estate Office Assistant. This is a great opportunity for someone with experience in the real estate or legal field that would like to learn more about the fast-paced world of Right of Way Real Estate! Our company loves hiring bright, energetic and career-oriented employees with contemporary computer skills and training them to be dedicated professionals with a stable path for growth.

Our ideal candidate is someone with a few years of professional office environment experience in either the real estate, legal, professional services, GIS, Architecture, Civil Engineering or other similar fields looking to make a change!

Job Summary

Polished individual that provides general office support with a variety of clerical activities and related tasks. The ideal candidate will be dynamic, professional, proactive, and outgoing. The Real Estate Office Assistant is an essential part of this company and necessary to maintain the day to day function and flow of the office by supporting management and staff with a variety of administrative activities. The Real Estate Office Assistant is responsible for keeping up on all clerical duties and provides support to management, project coordinators, agents and clients with a variety of tasks and projects in the Right of Way Real Estate industry. The work can range from basic support to more detailed transactions, all while working in a fast paced environment, where every day can bring a new and exciting challenge.

Essential Functions

• Represent the company in a professional and competent manner
• Works well with others and is able to develop rapport and trust with both clients and/or property owners
• Regular and punctual attendance is paramount to this position
• Able to dependably work a schedule of 8am to 5pm, with the flexibility to work earlier or later as requested
• Maintain and a safe, clean and professional work environment for all office employees.
• Create a daily sign-in sheet and health check cards and see that all staff and visitors are signed in and temperature checked when they come in.
• Clean and restock the break room and conference room throughout the day.
• Clean and sanitize at the end of the day, see that everything is put away and items are restocked. Run the dishwasher when needed.
• Make coffee throughout the day and put out any snacks that are brought in to share.
• Pick up Donuts on Friday mornings for office Staff.
• Assists in the coordination of company events, birthdays and holiday festivities. This includes decorating the office for holidays, decorating the breakroom and cubicles for birthdays. Organizing group activities and parties. Prepare and send out announcements and invitations for future events. Drive off-site to pick up food, decorations, and supplies as needed. Set up food, drinks, utensils and decorations for events. Thoroughly clean and put supplies away in an organized fashion and in their proper place.
• Prepares holiday cards and gifts for employees and clients, this includes maintaining contact lists of employees and clients, packaging, preparing, labeling and mailing cards and gifts.
• Accurately track office supplies and keep and updated inventory list. Order supplies when needed. Distribute supplies accordingly, organize supply doors and put supplies away as they come in.
• Preform basic administrative and clerical duties such as data entry, answering phone calls, and scheduling appointments. Printing scanning, making copies, sorting and filing documents.
• Monitor printer and fax machines making sure they are stocked with paper throughout the day.
• Help preform general front office duties such as: greet visitors, answer and direct phone calls as needed, check messages on the main reception line.
• Works under the direction of the Office Manager and HR to setup new employees by cleaning desks, setting up phones, organizing supplies, making business cards and updating all contact lists.
• Support office staff and project coordinators with projects. This can include preparing letters, emails, reviewing documents and preparing mailings and occasionally driving off-site to deliver proposals.
• Travel off-site to assist with client projects as they become available.
• Receive and sort incoming mail and deliveries daily, scan checks to accounting, scan mail to those working remote and distribute mail to the appropriate parties in the office.
• Prepares FedEx and USPS mailings for management and project coordinators. This includes creating labels and packaging.
• Manage outgoing mail and take the mail at the end of the day to FedEx and USPS.
• Order FedEx and USPS supplies as needed.
• Update mail log daily to keep track of postage. Refill postage meter as needed and keep track of supplies for the postage machine.
• Assist accounting with filing and scanning. Scan and deliver invoices and checks that come in daily. Complete a monthly postage log and deliver all mail forms to accounting for their monthly review.
• Prepares Expense Reports for Management and enters them into Replicon, which is our Attendance and Billing System

Desired Education and Qualifications

• Valid driver’s license with clean driving record and proof of current auto insurance policy
• Bilingual in Spanish, strongly desired
• High School diploma, some college, Bachelor’s degree or equivalent preferred
• One (1) or more years in a real estate or relevant environment, or two (2) years in a professional office environment preferred
• Must be proficient in Microsoft Word, Excel, and PowerPoint, MS Teams
• Must be comfortable working with and learning new administrative and general office related software systems with limited hands-on training
• Demonstrate general knowledge of real estate practices and principles strongly desired
• Must have strong oral and written communication skills, and be customer-focused
• Must be able to take direction, clarify if uncertain of request, and make appropriate notes to understand and appropriately respond to project manager’s and clients’ business needs, and interface effectively and/or collaborate with others
• Demonstrate excellent interpersonal skills to build relationships with others
• Type 45 WPM and 9000 KPH
• Lift up to 30 lbs
• Exhibits outgoing and dynamic personality
• Proven working experience in similar roles
• Solid communication skills both written and verbal
• Conducts self in professional manner at all times and possess excellent customer service skills
• Ability to be resourceful and proactive in dealing with obstacles that may arise
• Regularly demonstrates capability to be organized, multi-task, and work well under pressure
• Quick learner with the ability to work independently and produce error-free work
• Exercises good judgment and has experience handling confidential information

Paragon Partners offer a competitive salary with great benefits including health, dental and vision insurance as well as a 401(K) plan.

EEO - Paragon Partners is an Equal Employment Opportunity employer.

Disclaimer:

This job description indicates the knowledge, skills, abilities and essential and non-essential job functions (as covered under the Americans with Disabilities Act as Amended Act) expected of an incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities. An incumbent may be asked to perform other duties as required. The job description does not constitute a contract of employment and the company may exercise its employment-at-will rights at any time.

Job Type: Full-time

Pay: $17.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
Paragon Partners cares deeply for the health and safety of our employees and clients. We pride ourselves in our ability to provide a safe, professional, and adaptive environment that enforces local, state, and federal health and safety guidelines.

Ability to commute/relocate:

• Cypress, CA: Reliably commute or planning to relocate before starting work (Required)

Education:

• Associate (Required)

Experience:

• Administrative: 2 years (Required)
• Real Estate: 2 years (Preferred)
• Microsoft Office: 4 years (Required)
• Office experience: 2 years (Required)
• Microsoft Excel: 2 years (Required)

Language:

• Spanish (Preferred)

License/Certification:

• Driver's License (Required)
• Real Estate License (Required)

Work Location: In person