Office Administrator - Full Time - Palm Beach Gardens, Florida

ESSENTIAL DUTIES AND RESPONSIBILITIES:

•          Greet all visitors.
•          Register 1st time guests using the Prospect Registration form.
•          Record all traffic (first visits, return guests, buyers and Realtors) on manual traffic report.
•          Manage phone messages & calls.
•          Handoff guests to the proper New Home Guide (“NHG”) using the “up” rotation system.
•          Contact New Home Guides as needed to help guests.
•          Manage and document appointments.
•          Document all guests in Builder CMS. (first visits, return guests, buyers and Realtors)
•          Print marketing materials as needed. (price sheets, decision priorities, HOA information sheets, etc.)
•          Scan sales documents as needed and email daily traffic reports to corporate office.
•          Document Realtor visits and properly register them with the Realtor Registration form.
•          Maintain the conference rooms cleanliness. Restock items as needed.
•          Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies, logging supply needs and office expenses. (copier items, coffee, snacks, office supplies etc.)
•          Assist in coordinating food for marketing events.
•          Oversee mailings, and office deliveries.
•          Ensure the safe and successful operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
•          Direct guests asking sales related questions to a New Home Guide.

 SUPERVISORY RESPONSIBILITIES -  No supervisory responsibilities are required for this position. 

 REQUIRED JOB KNOWLEDGE, SKILLS, AND ABILITIES:

• Manage multiple visitors in professional manner.
• Ability to learn and use software including Builders CMS, PDF X-change, and Egnyte.
• Proficiency in Microsoft Office (Word, Excel, Teams & Outlook).
• Effectively and professionally communicate with customers.
• Demonstrate commitment to integrity, company values, customer-focus, and established policies and procedures.
• Display professional appearance and manner.

 

EDUCATION AND/OR EXPERIENCE:

·         High School Degree. One year of work experience may substitute for one year of the required 
education up to a maximum of four years substitution. Where substitution is accepted, applicant 
must demonstrate increased knowledge-base and progressively more challenging work 
assignments