Job description

On-Site Admin General Description

Reporting to the senior lead and Sales Director of the project, the Receptionist/Administrative Assistant is the first point of contact for the company and will provide administrative support in the sales office for the on-site team and project marketing team. The admin handles the flow of visitors through the business and ensures all administrative tasks are completed accurately in high quality and in a timely manner.

Objective: Enthusiastic and committed Receptionist/Administrative Assistant using strong communication and organizational skills, and experience in front office management to coordinate smooth operations for the new condominium development project.

Essential Functions

General Duties:

1. Provide office support services to the sales and project team to ensure efficiency and effectiveness within the Project Office.

Main Activities:

■ Receive and direct incoming telephone calls, and relay messages

■ Distribute all general correspondence accordingly

■ Maintain and update the office calendar and schedule appointments and meetings

■ Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)

■ Direct all inquiries and prospects to the appropriate sales team member

■ Prepare marketing materials for sales appointments and broker previews, and provide follow up support to the sales team

■ Greet and receive all visitors conveying a welcoming environment and offering

hospitality to guests to convey a full-service lifestyle

■ Sign-in all visitors on Client Registration form upon arrival (prospects and brokers alike, as well as previews) and enter into CRM

■ Direct visitors to the appropriate person in the office

■ Prepare, maintain and provide project reporting - daily, weekly and monthly reports as required by corporate brokerage firm and client needs

■ Maintain on-site CRM entries and content accurately and up-to-date daily and follow up with sales team for feedback on appointments as needed for CRM entries

■ Pick up and deliver the mail and process overnight deliveries that must be sent out: (i.e. FedEx)

■ Maintain the general filing system and file all correspondence, with particular emphasis on prospects and broker visits, calls and deal information

■ Assist in the planning and preparation of meetings, conferences and conference

telephone calls and sales appointments

■ Maintain an adequate inventory of office supplies and project marketing collateral

■ Provide office and secretarial support

■ Maintain tidy office appearance

2. Perform clerical duties to maintain office administration Main Activities:

• Develop and maintain organized system of physical and digital records

■ Monitor the use of supplies and equipment and handle re-ordering supplies ahead of when needed

• Coordinate the repair and maintenance of office equipment

3. Perform receptionist functions Main Activities:

• Answer all incoming calls and handle caller's inquiries whenever possible

■ Re-direct calls as appropriate and take adequate messages when required

■ Greet, visitors and the general public

■ Offer and prepare coffee and refreshments

■ Reporting on prospects, buyers and tracking sales in CRM and keeping pricing updated

4. Support the Sales Director, Sales Executives, and Marketing Team Main Activities:

• Assist the Sales Director and Marketing team as requested

• Provide administrative services for the Sales Director and Sales Executives

■ Upkeep and manage office calendar and schedules for appointments and events

• Keep track of registrations forms from Sales Executives and enter into CRM

■ Walk-ins and phone calls are to be registered on registration sheets and input into CRM

■ Keep conference room schedule

• On a weekly basis maintain master event calendar, email and back up on Dropbox

• Maintain master project contact list

• Maintain daily, weekly and monthly traffic and sales reports

• Perform other related duties as required

For Events (Onsite and Offsite):

■ RSVP - collect emails and RSVP counts and provide follow up as needed

■ Set up - assist Sales Director, Marketing Associate & caterers with any set up, assembly and preparation prior to and on day of event

• Parking - follow up with the parking procedure prior to and day of event

• Guest Sign In - collect business cards and enter into CRM within 48 hrs; under the event name and corresponding title

• Giveaways - assist with assembly prior to event, give out to clients/brokers during event and take count of all inventory left over after event

■ Hours may vary during events and/or special occasions

Qualifications

• College graduate; experience in front desk administration preferred

■ Demonstrated interest in Real Estate

• Determined, strong work ethic, positive attitude, team player, resourceful and detail oriented with excellent communications skills

• Proficient in Microsoft Office, as well as CRM Systems and an understanding of general technology and office equipment

■ Ability to excel in fast-paced atmosphere

■ Ability to work with varying seniority levels, including staff, managers and externa! partners

Job Type: Full-time

Pay: $55,000.00 per year

Schedule:

• Monday to Friday
• On call
• Weekend availability

Ability to commute/relocate:

• Miami, FL 33125: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

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