Weekend Front Desk Coordinator

1 month ago


Bluffton, South Carolina, United States PALMETTO BLUFF INVESTMENTS LLC Full time
Job Overview

PALMETTO BLUFF INVESTMENTS LLC is seeking a highly organized and detail-oriented Weekend Front Desk Coordinator to join our real estate operations team.

This dual-role position combines technical expertise in CRM management with the ability to deliver exceptional front desk service.

Key Responsibilities
  • Meet & Greet: Serve as the first point of contact for Palmetto Bluff Real Estate guests, delivering an excellent first impression and managing the front desk with professionalism.
  • Relationship Management: Develop and maintain relationships with the real estate sales team and assistants to ensure smooth interactions and efficient management of tours, meetings, and activities.
  • Scheduling & Coordination: Use Outlook and email to schedule and coordinate meeting room spaces, manage appointments, and record tours.
  • Lead Management: Qualify inbound walk-in and website weekend leads from real estate campaigns, manage initial communications, track attribution, and distribute leads to the appropriate entities.
  • Lobby Management: Maintain the professional appearance of the lobby and gallery area, ensuring the refreshment area is stocked and ready for visitors.
  • Office Equipment & Administrative Tasks: Utilize office equipment (fax machine, copier, postage meter, telephones), conduct internet research, assemble and ship information packages.
  • Sales Vehicle Maintenance: Ensure sales vehicles are fueled and maintained for use by the sales team.
  • Team Collaboration: Contribute to the efficiency and effectiveness of the sales and marketing teams by offering suggestions, participating actively in team efforts, and demonstrating courteous and cooperative behavior.
  • Confidentiality: Maintain confidentiality of all records across databases.
  • Notary Services: Provide notary services or have the ability to become a notary.
  • Report Creation: Generate detailed and accurate reports using Propertybase for various team members, providing insights and data necessary for decision-making.
  • Database Auditing: Regularly audit the Propertybase database to ensure data accuracy, completeness, and compliance with company standards.
  • List Upload and Mailing List Management: Upload lists into Propertybase, manage mailing lists, and ensure data is correctly categorized and maintained.
  • Administrative Support: Assist the Closing Manager with administrative tasks, including:
    • Announcing real estate transactions (Closed, Canceled, Under Contract) to relevant stakeholders.
    • Managing the opening and closing of physical and digital files related to real estate transactions.
  • File Management:
    • Oversee the organization and maintenance of closing files in Propertybase, ensuring all records are up-to-date.
    • Scan and organize completed closing files for easy retrieval and archival.
  • Transaction Support:
    • Request and tracking dues, fees, and other financial obligations from Homeowners Associations (HOA), Club Accounting, and Design Review Boards (DRB) for each transaction.
Requirements
  • Proficiency in Salesforce, Propertybase CRM, or similar real estate CRM systems.
  • Experience in real estate administrative tasks and transactions.
  • Knowledge of real estate transactions and processes.
  • Experience in database management and auditing.
  • Strong analytical skills, with the ability to generate and interpret reports.
  • Excellent organizational skills and attention to detail.
  • Strong communication skills for training, onboarding, and front desk interactions.
  • Professional written and verbal communication skills.
  • Ability to multitask and manage various administrative tasks efficiently.
  • Excellent computer skills, including data entry and proficiency with Google Workspace (Gmail, Google Docs, Google Sheets, Google Chat).
  • Must be self-motivated and demonstrate a high level of customer service.
  • Ability to work well with a diverse group of individuals.
  • Friendly and professional demeanor with excellent customer service skills.
  • Willingness to represent the company and its agents well.
  • Notary certification or willingness to become a notary.

Primary hours:

  • Monday: 9AM to 5PM
  • Tuesday: 9AM to 5PM
  • Saturday: 9AM to 4PM
  • Sunday: Noon to 4PM

Physical Requirements:

  • Constant and close visual work at computer.
  • Constant sitting and working at desk.
  • Frequent verbal and written communication with staff and other business associates by telephone, correspondence, or in person.
  • Must be able to lift objects weighing between 0 and 30 lbs.
  • Ability to stand, stoop, bend and lift.
  • Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, stamina to maintain attention to detail.
  • Vision to read printed materials and a computer screen, and hearing and speech to communicate in person and over the telephone.

PALMETTO BLUFF INVESTMENTS LLC is proud to be an EEO Employer and participates in E-Verify.



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