Office Assistant
2 weeks ago
Within the spirit of "Making People's Dreams Come True", this position performs organizational and administrative tasks on behalf of the company in support of one or more licensed real estate professionals with Properties of The Villages. This role aims at providing administrative assistance to representatives and prospective customers throughout all steps of the sales and listing process. Duties may include fielding telephone calls and emails, receiving and directing questions and correspondence, processing documentation, creating spreadsheets, preparing comparative market analysis materials, updating database information, producing reports, scheduling calendars, preparing for appointments and special events in addition to any related duties and tasks that serve the company and its representatives’ daily business needs. Hospitality is a must – being an enthusiastic, loyal ‘supporter’ of Sales Department initiatives. This position is an integral part of the Sales team. These duties are accomplished while delivering Raving Fans customer service to both internal and external customers.
Full-Time, On-Site position.
Competitive salary based on experience, starting at $17.00 per hour.
Benefits for Full-time Eligible Positions:
Medical (HSA/FSA), Dental, and Vision Insurance | 401k and/or ROTH | PTO & Paid Holidays | Basic Life & AD&D | The Villages® Charter School eligibility | and much more
Responsibilities:
Creates and maintains organizational functions that enhance Representative(s)’ daily focus, preparedness, and on-going success.Schedules and confirms appointments, managing calendars electronically for accuracy.Prepares necessary paperwork and materials for appointments and special events as needed by Representative(s).Maintains customer accounts and sales databases as well as communicates with other affected parties regularly (Ex: Relocation Coordinators, Senior Living Coordinators, Guest Coordinators, Home Design Consultants, etc.).Lists and prioritizes daily tasks and calls for oneself and Representative(s).Files, makes copies, upkeeps documents (tracking/checklists) and completes other general organizational tasks as requested by Representative(s).Answers incoming phone calls by taking messages, assessing the urgency, and proceeding accordingly, assisting first where able or relaying information between the Representative(s), various members from throughout our team and customers as needed.Places homes on hold or refresh holds as requested by Representative(s).Orders, tracks and ensure closing gifts are available for homeowner orientations or closings.Pre-fills and compiles listing agreements and other necessary documentation as requested by Representative(s), expediting the communication of new listing information to the Contracts Department.Proofs fliers and the Villages Listing Service (VLS) for accuracy; staying abreast of each listing’s activities and status on behalf of Representative(s).Receives photos from Representative(s), downloading and saving for submission when applicable.Schedules open house dates and times in alignment with the homeowner’s and Representative(s)’ calendars; gathering necessary materials for Representative(s) to conduct an open house and assist with follow up action items.Collects showing comments made by fellow Representative(s) for active listings; pulling reports from the Villages Listing Service on a regular basis or as requested by Representative(s) to share with homeowners.Uses office computers, technology, and a host of other software applications, including the Microsoft Office Suite, Customer Management Systems (I-series) and subsequent administrative management tools and equipment (copier, fax, etc.).Education/Experience Requirements:
High school diploma or general education degree (GED); or one (1) year related experience and/or training; or equivalent combination of education and experience.Previous experience as an administrative assistant preferred but not required.Must be proficient in Outlook, functional in Excel and Word.Experience with I-series, Lasso, or customer management software programs a plus.Excellent telephone skills are a must along with the ability to interact and correspondence in a cheerful and professional manner with customers and teammates via email, written notes and/or during in-person interactions.This role requires a ‘can do’ attitude, strong interpersonal and time management skills, project coordination, flexibility, attention to detail and the ability to work unsupervised to help produce the ultimate customer experience in a fast paced, professional environment.-
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