About Company
Island Sotheby’s International Realty is a premier real estate brokerage renowned for connecting discerning clients with extraordinary properties across Maui. Our commitment to unparalleled service, global reach, and deep local expertise sets us apart. We believe in fostering a supportive, professional, and vibrant work environment where every team member contributes to our collective success. Our Makawao office serves as a hub for our upcountry operations, embodying the spirit of community and the highest standards of luxury real estate. Joining our team means becoming part of a legacy of excellence and a culture that values dedication, integrity, and exceptional client experiences.
Job Description
We are seeking a highly organized, detail-oriented, and enthusiastic Office Support Assistant to join our dynamic team at Island Sotheby’s International Realty in Makawao. This pivotal role provides comprehensive clerical and administrative support to ensure the smooth and efficient operation of our office. As the first point of contact for many clients and associates, you will play a crucial role in maintaining our professional image and fostering a welcoming atmosphere. Your contributions will directly impact our daily productivity, allowing our agents to focus on what they do best – serving our clients. This is an excellent opportunity for someone who thrives in a fast-paced environment, possesses strong communication skills, and is eager to grow within a respected real estate organization. You will be instrumental in managing various office functions, from client reception to document management, and will be a key contributor to our team’s success. We value proactive individuals who can anticipate needs and offer solutions, making this role ideal for a self-starter passionate about delivering exceptional service and support.
Key Responsibilities
- Serve as the primary point of contact for clients, visitors, and vendors, greeting them warmly and directing inquiries appropriately.
- Manage incoming and outgoing correspondence, including mail, emails, and phone calls, ensuring timely and professional responses.
- Maintain organized and accurate filing systems, both digital and physical, for contracts, client records, and other important documents.
- Assist with data entry, updating databases, and preparing reports as needed by agents and management.
- Schedule and coordinate appointments, meetings, and property showings for agents, managing calendars efficiently.
- Prepare and format various documents, presentations, and marketing materials using Microsoft Office Suite and other relevant software.
- Order and maintain office supplies, ensuring adequate stock levels and managing vendor relationships.
- Support office cleanliness and organization, ensuring a presentable and functional workspace.
- Assist with basic accounting tasks, such as processing invoices, expense reports, and petty cash management.
- Provide administrative support for special projects, events, and initiatives as directed by management.
- Handle sensitive information with the utmost confidentiality and discretion.
- Operate and troubleshoot office equipment, including printers, scanners, and phone systems.
Required Skills
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Excellent written and verbal communication skills
- Strong organizational and time management abilities
- High level of attention to detail and accuracy
- Ability to multitask and prioritize effectively in a busy environment
- Exceptional interpersonal skills and a professional demeanor
- Problem-solving capabilities and a proactive attitude
Preferred Qualifications
- Associate’s degree or equivalent vocational training
- Prior experience in a real estate office or similar administrative role
- Familiarity with CRM software or real estate specific platforms
- Experience with basic graphic design tools for marketing materials
- Knowledge of local Makawao/Maui community and culture
Perks & Benefits
- Competitive hourly wage
- Comprehensive health, dental, and vision insurance
- Paid time off and holidays
- Opportunities for professional development and training
- Supportive and collaborative work environment
- Employee discount programs
- Beautiful office location in the heart of Makawao
How to Apply
Interested candidates are encouraged to apply by clicking the application link below. Please ensure your resume and cover letter highlight your relevant experience and why you are a great fit for Island Sotheby’s International Realty. We look forward to reviewing your application!