Administrative Assistant - HUNT Commercial

Administrative AssistantThe 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 ResponsibilitiesExecutive SupportProvide administrative support to the President of HUNT Commercial, including managing calendars, scheduling meetings, and coordinating appointmentsPrepare reports, correspondence, presentations, and other business documentsCoordinate meeting logistics, catering, conference rooms, and visitor accommodationsPrepare and process expense reportsAssist with special projects and other assignments as directed by the PresidentTransaction & Listing AdministrationCoordinate the administrative processing of commercial listings and transactionsEnter and maintain listings, revisions, attachments, photographs, and related documentation within company databases and third-party systemsUpload listing documents, invoices, change forms, and transaction documentation into company systemsProcess deal sheets and maintain transaction recordsPrepare invoices and monitor outstanding paymentsRecord escrow deposits and coordinate commission deposits with AccountingMaintain organized electronic and physical transaction filesEnsure all transaction documentation is complete and compliant with company proceduresAdministrative & Office OperationsServe as the primary point of contact for incoming phone calls, emails, and visitorsProvide exceptional customer service to clients, agents, vendors, and internal business partnersManage incoming and outgoing mail, including distribution of commission checks and accounting documentsMaintain office supplies and coordinate equipment maintenance and vendor service requestsMaintain commercial forms, templates, and shared electronic filing systems to ensure current documentation is availableUpdate departmental contact lists and distribution listsMaintain accurate filing systems and administrative recordsAgent SupportAssist with onboarding new commercial agents, including preparing required paperwork and providing administrative orientationMaintain agent personnel files and licensing documentationMonitor agent license renewal deadlines and provide timely remindersProvide administrative assistance to agents regarding listings, transactions, and company processesCommunication & CoordinationCollaborate with Accounting, Operations, Marketing, and other departments to facilitate efficient business operationsRespond to inquiries in a professional and timely mannerMaintain confidentiality of sensitive business and employee informationSupport department initiatives and participate in process improvement effortsRequirementsEducationHigh school diploma or equivalent requiredAssociate's degree in Business Administration or related field preferredExperience3+ years of administrative or executive support experience preferredExperience supporting senior leadership is highly desirableReal estate, commercial real estate, or transaction coordination experience preferredExperience working with CRM, MLS, document management systems, or similar business software is a plusKnowledge, Skills & AbilitiesExceptional organizational and time management skillsStrong attention to detail and accuracyExcellent written and verbal communication skillsAbility to prioritize multiple assignments and meet deadlinesStrong customer service orientationAbility to exercise discretion and maintain confidentialityProficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)Ability to learn internal software systems and databases quicklyStrong interpersonal skills and ability to work collaboratively across departmentsPhysical RequirementsAbility to sit for extended periods while working at a computerOccasionally lift and carry office materials weighing up to 20 poundsAbility to move throughout the office to perform administrative duties