Administrative Assistant

3 weeks ago

Ormond Beach, United States PARTNERSPERSONNEL Full time

We are seeking a high-level, skilled professional Administrative Assistant for our Office in Ormond Beach, FL. The selected person to fill this position will be reporting directly to the VP of Sales. Those with experience working with the Sales Department or a Sales Team, particularly in the homebuilding or real estate industry, could be a great fit for this role. Impeccable presentation with great customer service skills is a must

Days: Monday - Sunday (must be flexible and have the ability to work on weekends and holidays as needed)

Hours: 9:00 a.m. - 6:00 p.m. during the weekday and noon - 6:00 p.m. on Saturdays

Payrate: $18 - $24/hr. (depending on experience)

ESSENTIAL FUNCTIONS: The Plantation Bay Sales Center Administrative Assistant receives, greets and accommodates all visitors to the Plantation Bay Sales office in addition to receiving and directing incoming phone calls. Must be able to answer Plantation Bay inquiries and provides general information to the visitors, prospects, and Plantation Bay residents, i.e. amenities, community information, Ormond Beach area information and benefits of living in Plantation Bay.

1. Greet guests in a professional, welcoming and friendly manner.
2. All prospect guests must be registered using the company's guest registration forms unless prior registration has been completed within the last 90 days. Check to confirm if guest has previously registered in both Sales Force and FAST Sales
3. Receptionist determines which sales associate is "up" according to strict rotation of Sales Associates on active duty for the given day and maintains the "Up System" to implement the rotation and corresponding registration policies. If there is doubt, please contact Sales manager via text, email or phone call.
4. Professionally answers all incoming calls and take messages. Ask for name and contact number before transferring the call to Sales Associates
5. Prepares sales brochures and floor plan packets. Coordinates with marketing department to ensure ample supply of brochures are on hand for customer packets as well as port folios for customer contracts
6. Keep log sheet for all walk-ins, appointments, return customers (be-backs), re-sale and property management visitors/guests. Each morning, checks with the Sales Team to determine if any appointments have been set or if they are expecting anyone (obtain names of anticipated guests)
7. All Sales Associates must advise the receptionist where they are going and who they are meeting before leaving the sales office, no exceptions
8. Inspect what the cleaning crew have done twice a week and if anything needs additional attention, please bring it up and leave a note for the cleaning staff
9. Issue "Resident Reward" certificates based on contracts. It must be inputted in Fast Sales and Sales Force with certificate number notated
10. When authorized by Sales Manager, issue dining vouchers (one per Couple)- notate in Fast Sales and Sales Force
11. Maintain the orderliness and appearance of sales office, main sales arena, conference rooms, kitchen and restrooms. Make sure restrooms are properly stocked with toilet paper, soap and hand towels. After use of the conference room, make sure the table is wiped cleaned and chairs are returned to proper place(s) and any food/drink items are discarded. Keep kitchen orderly and make sure refrigerator is cleared of food items from week to week (left over food items should be taken home or consumed weekly). Keep refrigerator stocked with cold water. Keep kitchen door closed
12. Make sure sales office has sodas, cookies, coffee and water for prospects every day. Fresh cookies should be made in small amounts (no more than 6) so there is a fresh baked cookie scent in our sales office
13. Make sure there are area magazines, newsletters and testimonial book on the coffee table that guests could go through while they are waiting
14. Have ample supply of pre-made packets for customers and ensure there is fresh collateral in files per area weekly (Friday's) and match current pricing as shown on website with FAST Sales for Plantation Bay, OYL and Grand Haven; report any discrepancies to Sales Manager and FAST Sales Data Base Manager, Brad Gaines
15. Update and readily have covenants and restrictions for sales team for contracts. Have a minimum of 5 HOA books made per area at all times16. Make sure the topo table is dusted every week
17. Performs routine but varied clerical work duties which include responsibilities such as sending and
receiving facsimiles, and/or overnight mail, scanning documents, posting U.S. mail and other related
duties, assisting Sales Associates, property management department and the re-sale department with
general clerical duties
18. Responsible to order necessary office supplies as needed as well as report any maintenance issues to
Corporate Office Manager
19. Maintain office work schedule of Plantation Bay to include Sales Associates, weekend reception, and
ambassador coverage. Assist with providing ambassador coverage for other communities as requested
20. Keeps reception area orderly, use Windex daily on front door glass to remove fingerprints, make certain
entry area and steps are clean and free of dirt and debris.
21. Weekly updates of Lawn & Housecleaning schedules
22. Review Housecleaning invoices & submit to accounting
23. Provide Monday Morning meeting materials as requested
24. MLS Input/updates (after 2nd phase training)
25. All other duties as assigned


EDUCATION AND WORK EXPERIENCE
A. High School Diploma or equivalent required
B. Minimum six months Reception experience and/or performing clerical and typing tasks or an
equivalent combination of education and experience


Please apply today. For a faster response, I welcome you to email your resume directly to me and let me know why you are the perfect person for this position. My direct email is: .

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