Administrative Assistant - HUNT Commercial

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