Administrative Assistant
Rochester, NY


SUMMARY: Provides administrative office support by maintaining and updating office systems, monitoring administrative projects; and tracking compliance.

ESSENTIAL DUTIES AND RESPONSIBILITIES including but not limited to the following. Other relevant duties may be assigned.

Manage company-wide announcements

  • Births deaths, marriages, etc.
  • Send card and/or flowers
  • Coordinate information flow to management

Additional Duties:

  • Support Executive team & their respective projects
    • Director of Strategic Growth for WNY
      • Organize recruitment contacts in ContactsNow
      • Type-up Paperwork
      • Laminate presentations
      • Organize training events
      • Photograph training events
      • Invoice processing
    • Regional VP
      • Send welcome letter to new agents in coverage region
      • Add new agent to contacts
      • Put regional agents’ birthdays on the VP’s calendar each month and send birthday cards to the agents signed by the VP
      • Edit region-wide announcements
      • Collect weekly call logs from regional managers
      • Invoice processing
    • Honor Roll
      • Include company-wide announcements (births, deaths, etc.)
    • Organize and facilitate manager meetings, etc.
      • Order food and supplies
    • Schedule events at the Rochester Main Office
      • Schedule the meeting room in the company calendar
      • Order food, supplies, set-up and clean up
    • Monthly newsletter
    • Hanna Perks Email Blasts
    • Money Back Guarantee program
    • Back-up support for front desk reception at Rochester Main office
      • Process mail
      • Welcome visitors
      • Answer the phone
      • Process requests for the Marketing Kit
      • Assist agents located at the Rochester Main office
    • Support for Customer Care Dept.
      • Answer Customer/Agents calls, vendor requests/referrals and general inquiries
    • Assist with regional events
      • Plan and execute
      • Research and reserve locations, food, flowers, decorations, giveaway items, etc.
      • Send Invitations
      • Track RSVP’s
    • Assist Marketing
      • Proof-read and edit materials


Provide admin office coverage:

  • Matrix (MLS)
    • Searches, auto-mails, contact management, etc.
    • Instanet/Authentisign
      • Setting up transactions, templates, signings, etc.
    • Realist
      • Searching properties, downloading prospecting lists, etc.
    • Local Tax Websites
    • Monroe County Clerk Website
      • Searching for documents foreclosures, deed, liens, etc.
    • Company Dashboard
      • Managing Listings:  photos, open houses, weekly sellers’ report, etc.
      • Marketing/sign store
      • Contact Management
      • Ad/TV Manager
      • Agenda
      • Leads
      • Daily updates
      • Managing Buyer information
      • PC numbers
    • Required paperwork for purchase  & listing contracts
    • General office operation questions
    • Microsoft Office
  • Assisting agents with Instanet & Authentisign
    • Setting up transaction paperwork
    • Sending Authentisign (E-signature) to clients
  • Processing purchase contracts
    • Sending to attorney, mortgage companies and clients
    • Double checking purchase contracts for signatures, initials and proper paperwork
    • Double checking taxes
    • Signing clients up for Homes Services
    • Entering contract information into Profit Power
  • Processing listing contracts
      • Checking taxes
      • Assigning PC numbers
      • Entering listings into MLS
      • Upload attachments
      • Upload photos both to MLS & Dashboard
    • Downloading property photos from memory cards, phones, camera & file sharing websites
    • Document formatting, proofreading, ensuring that documents and paperwork are completed correctly
    • Data entry
    • Printing/Copying/Faxing/Distributing documents

SKILLS/QUALIFICATIONS:  Organizational astuteness; managing processes; process improvement; reporting skills; change management; coaching; customer relations; supports innovation; developing standards; administrative writing skills. 

ESSENTIAL DUTIES AND RESPONSIBILITIES including but not limited to the following. Other relevant duties may be assigned.

EDUCATION and/or EXPERIENCE: High School diploma or equivalent is required.  3-4 years of related experience.

LANGUAGE SKILLS:  US English- speaking, writing, and comprehension required.  Employee is required to communication clearly in writing.  Written communications must include proper spelling, punctuation, and grammar.

INTERPERSONAL SKILLS: While performing the duties of this job, the employee is frequently required to interact with others employees, agents, and vendors.

APPEARANCE/PERSONALITY: Professional, upbeat, energetic, takes initiative, dependable, takes pride in work.

REASINING ABILITY:  Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.

PHYSICAL DEMANDS: Employee will be required to sit for long periods of time.  While performing the duties of the job, employee may be required to stand; walk; use hands and arms; stoop; kneel; crouch; or crawl.  The employee must life and/or mover up to 10 pounds and occasionally life and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

TRAVEL REQUIREMENTS: The employee may be asked to travel to one of the other 26 branch locations to perform Administrative Support functions.

DRIVING REQUIREMENTS:  Driver’s license and reliable transportation are required.

SPECIAL REQUIREMENTS: While performing the duties of this job, the employee must have the ability to interface well with all departments of the company and to represent the Company in a highly professional manner.  The employee must maintain the highest level of confidentiality.  Multi-tasking ability is required. Job duties require continual attention to detail.

SOFTWARE & EQUIPMENT SKILL REQUIREMENTS:  Must be proficient in MS Word, Excel, Outlook and Internet usage.

WORK ENVIRONMENT: Work will be performed in an office environment.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

OTHER: This job description reflects management's assignment of essential functions and position responsibilities. Nothing in this job description restricts management's rights to assign or reassign duties and responsibilities to this job at any time.

 To apply please email resumes to Angela Spaulding at:

Hanna Holdings, Inc. affiliates and assigns are committed to providing equal employment opportunity to all employees and applicants for employment regardless of such factors as race, color, religion, sex, national origin, age, veteran's status or disability. The Company abides by all local, state and federal laws and regulations affecting the hiring of employees.