Weekend Front Desk Coordinator
1 month ago
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.
- 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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