Operations Administrative Assistant

About Baird & Warner Real Estate

Over the last decade, Baird & Warner was named a Chicago Tribune Top Workplace eight times in a row. But we didn’t get there by accident — behind every great company is a culture created by the professionals who work there. Throughout our rich history, one thing has remained true: we believe that when you give people the support they need, amazing things can happen. That’s why at Baird & Warner, we empower you to be independent, to grow in your career, to do the right thing by your colleagues and your community, and to have a true work/life balance. We truly care about making our team feel part of something bigger by sharing a single purpose — making it easier for homebuyers and sellers to realize their real estate dreams.

Job Summary:

The Operations Administrative Assistant supports the Balance Business Development department, overseeing several teams dedicated to creating dynamic support programs for our real estate agents. The purpose of these teams is to provide support to agents so they can increase their productivity and offload some of the backend, administrative-related work to our dedicated and trained specialists. The Operations Administrative Assistant supports the Director of Operations in the day-to-day operations of the teams with a strong problem-solving and customer service-focused attitude. This is an outcome-oriented position, and the Operations Administrative Assistant is expected to focus on assisting in the team's performance and culture while supporting operational efforts such as building and implementing processes and systems.

This position will require at least 3 days/week of in-person working at our Schaumburg office, with occasional travel to our branch locations.

Responsibilities:

• Support the Director of Operations in overseeing day-to-day program operations for the suite of support services.
• Responsible for handling all billing across seven different programs, processing those bi-monthly with ticket numbers, order descriptions and other important criteria for billing purposes.
• Support to staff regarding Zendesk processes.
• Act as bandwidth backup during peak times, as demand increases, or when an employee is on PTO.
• Assist with building out systems, processes, and procedures and implement those throughout the various programs.
• Assist in office and company events.
• Ensure incoming program inquiries and questions are responded to in a timely manner.
• Update financial records, rosters, and tracking systems.
• Create and maintain reports for each program to track the total orders and breakdown of those orders.
• Update weekly scorecard template for weekly team meetings.
• Oversee the orders for the licensed support service (BST).
• Enroll agents in the licensed support service, monitor training and performance.
• Other duties and projects as assigned.

Requirements:

• Excellent reporting skills
• Problem solver and excellent decision-making capabilities
• Proactive and big-picture thinker
• Excellent technical and computer skills
• Strong professional judgment
• Flexible and adaptable, understanding that priorities and challenges can arise throughout the day
• Ability to multitask and pivot in a fast-paced environment

Qualifications:

• Real estate experience strongly preferred but not required
• Excellent communication skills
• Customer service experience
• High school diploma or equivalent required

Benefits

Medical, dental, vision, PTO, VTO.