Front Desk Receptionist/Administrative Assistant

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Job description

Position: Administrative Assistant/Receptionist

FLSA designation: Hourly

The purpose of the Administrative Assistant/Receptionist is to provide administrative support to the Broker and Agents while ensuring the front office always operates efficiently. This position is primarily responsible for welcoming on-site guests/clients in a warm, friendly manner. The individual will also manage and support the operations side of the business so the Broker and Agents on our team can focus on selling real estate.This position requires a high degree of professionalism and friendliness with guests, clients and staff.

Primary Responsibilities (Including but not limited to)

·Input, Maintain & Update MLS information (Ad copy/remarks) for designated Listings

·Greeting and Directing Visitors

·Organize and Maintain weekly Agent scheduling shifts for all sales outlets

·Manage all Compliance documents in TB system to facilitate paperwork for agent commissions

·Maintain and Organize detail list for entry & access codes to listing and showing requests

·Provide Support to other team members on Internal Broker Systems

·Create Brochures and MLS flyers for Listings as needed by the Broker

·Customize and update new listings on website, listing boards and other listing outlets

·Maintain & Fill all on property brochure boxes/outlets weekly

·Update agent materials: HOA and other community documents as directed by OM

·Customize and Update utility & local information sheets for new buyers and corelating website pages

·Create pre-listing sales packets for potential listing and agent appointments

·Maintain incoming and outgoing showing requests, schedules, & following up for feedback

·Help manage inspection scheduling, paperwork & follow-up on all applicable listings

·Order, Assign & Maintain all office signs (For Sale, Sold and Riders) as well as Removal and Storage

·Assign, Remove and monitor all lockboxes for Office Listings

·Prepare, Preview, and give access for properties for showing and photography appointments

·Assist Broker of Schedule repairs and resolution items from inspection reports

·Handle all listing related activities as needed by the Broker

·Assist when needed at Agent Sales Desk, Broker Opens and Other Real Estate Events

·Organize and Set up professional photography/ virtual tours for MLS listings & websites uses

·Proofreading materials (MLS, ads, brochures) for accuracy

·Order and or/ Bid out prices from marketing vendors, office equipment and or office supplies

·Maintain your TB CRM system, network emails, daily checklists, Data Entry, Filing

·Provide feedback or recommendations to internal systems and operations for team

·Assist with Broker with client closing gifts/cards/ note cards etc

·Coordination of advertising opportunities and/or open houses

·Prepare and coordinate Cards/gifts for Clients, Vendors and Internal Departments

·Schedule appointments and meetings as needed by the Broker

Qualifications and Characteristics Required
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job with or without reasonable accommodations.
·Any combination of education or experience equivalent to the graduation of high school or any other combination of education, training or experience that provides the required knowledge, skills and abilities to perform to the position standards.

·Must have 1-2 years previous customer service experience, preferably in a Real Estate environment.

·Must be detail oriented

·Ability to read, write and speak the English language. Skills sufficient to give and receive accurate information, resolve complaints, and communicate at all levels of the organization.

·Ability to pay attention to detail and identify, investigate and resolve problems.

·Ability to work a flexible schedule

·Excellent telephone skills, pleasant and patient speaking voice.

·Must be a team player- interact with members, guests, clients and staff in a courteous, empathic, and discreet manner.

Physical/Mental Requirements

·Must be able to lift/push/pull up to 30 lbs.

·Must be able to endure long periods of standing, sitting and walking.

·Proficient in Microsoft Word, Excel and Office

·Mental demands include learning, thinking, concentration and the ability to work under pressure, particularly during busy times or for special events.

·Real Estate experience preferred

Job Type: Full-time

Pay: $10.00 - $15.00 per hour

Schedule:

• 8 hour shift

Education:

• Associate (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location