Front Desk Coordinator

1 day ago


Miami Beach, Florida, United States Gale Hotels Full time
Job Summary

We are seeking a highly organized and detail-oriented Front Desk Administrator to join our team at Gale Hotels. As the first point of contact for visitors and clients, this role will be responsible for providing exceptional customer service and ensuring a smooth and efficient experience for our guests.

Key Responsibilities
  • Welcome guests and visitors in a warm and professional manner
  • Answer phone calls, screen and direct calls to the appropriate individuals
  • Respond to and effectively handle inquiries and provide accurate information
  • Schedule and confirm appointments and meetings for various departments
  • Maintain a professional, business-like atmosphere in the reception area, and present an image representing the company's best interest.
  • Office management duties; ordering supplies, calendar management, and other basic duties
  • General clerical duties including photocopying, fax and mailing, sorting & distributing mail/deliveries, maintaining supplies and UPS/FEDEX.
  • Maintain a fully stocked and organized office, kitchen and bathroom
  • Assist with event planning
  • Resolve/escalate office maintenance issues
  • Schedule equipment building repairs as may be requested with proper approval (copy machines, laser printers, etc) to ensure prompt actions.
  • Prepare documents in MS Word, Excel, PowerPoint, and other programs
  • Submit credit card expense reports, invoices and orders when necessary
  • Handle administrative requests and queries from leadership and project managers
  • Maintain conference rooms for meetings and assist with catering requests
  • Offer all meetings beverage service (water, coffee and tea)
  • Prepare fruit platters for executive visits
  • Schedule and coordinate meetings, appointments, internal and external events and travel arrangements, if needed for executives
  • Detail-oriented and proactive in anticipating needs.
  • Handle office errands such as bring packages to satellite offices.
  • This role may have physical demands including, but not limited to, lifting, bending, pushing, pulling and/or extended walking and standing.
Requirements
  • Bachelor's degree is preferred
  • Previous experience in a receptionist or customer service role is preferred
  • Real estate experience and knowledge of real estate terminology is a plus
  • Excellent verbal and written communication skills
  • Strong organizational skills and attention to detail
  • Ability to handle sensitive information with discretion and confidentiality.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook)
  • Ability to multi-task and prioritize responsibilities effectively
  • Professional and polished
  • Valid drivers license and car
  • Spanish-speaking a plus, but not required
Benefits
  • Competitive salary based on experience.
  • Paid time off, including vacation and holidays.
  • Opportunities for professional development and career growth within the company.
  • Dynamic work environment in Miami, offering cultural diversity and exciting lifestyle opportunities.


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