Real Estate Front Desk Administrative Assistant - Full Time

  • Omni Hotels
  • Amelia Island, Florida 32034, USA
  • Nov 15, 2018
Hospitality / Restaurant / Food Service Real Estate

Job Description

Location

Amelia Island Plantation Resort

At Omni Amelia Island Plantation Resort guests can explore 3.5 miles of pristine beach and scenic marshlands whileenjoying luxurious oceanfront accommodations, world-class resort pools, championship golf, full-service spa, endless dining options and family-friendly activities.

Omni Amelia Island Plantation associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect, gratitude and empowerment day in and day out. If you are a friendly, motivated person, with a passion to serve others, the Omni Amelia Island Plantation Resort may be your perfect match.

Job Description

Our goal is to exceed our customers' expectations with demonstrable service and measureable results. We will do the hard work with excellence in order to earn the business and deserve our customers' and property owners' loyalty.

Responsibilities

Essential Functions:

  • Perform opening and closing duties for the Real Estate Front Desk.

  • Answer real estate front desk phone promptly within 3 rings to include greeting customers, determining customers' needs, providing professional and appropriate response.

  • Providing a warm, inviting first impression for all customers in the Real Estate Lobby to include ensuring Lobby is kept in pristine condition, greeting customers, determining customers' needs, providing professional and appropriate response, and ensuring Real Estate 5 Diamond Standards are met.

  • Managing the Real Estate Front Desk Key Inventory including daily log-in and log-out procedures.

  • Schedule and manage Book-A-Showing appointments daily.

  • Manage office supply inventory to ensure needed supplies are always readily available with Director's approval.

  • Maintain departmental contact management (Bright Base) of all Real Estate transactions performed for real estate agents and enter all new contact information.

  • Follow-up with real estate and long term rental customers as requested. Provide initial information for long term rental inquiries and process long term rental issues and keep LTR manager aware of status.

  • Create and Receive Purchase Orders and Budget Adjustments in Birch Street. Save electronic copies for Budgeting/Forecasting as requested by Director/Assistant Director.

  • Type, copy, fax, file and package mail outs as needed.

  • Secure public information from courthouses, utility districts, etc.

  • Print and distribute Real Estate Marketing Brochures, Listing Brochures, and Inventory Reports.

  • Complete projects as assigned by Broker and Director of Real Estate Administration.

  • Evaluate and make recommendations for improvement for Real Estate processes as needed.

  • Attends Agents and Administrative meetings as assigned, including recording, transcribing, approvals, preparation, and distribution of meeting minutes.


Qualifications

Essential Skills and Proficiencies:

Excellent computer skills required including use of Microsoft Word, Outlook, and Excel, as well as database systems. Individual should be accustomed to processing confidential materials and be detail oriented with high level of accuracy. Individual should be organized, with proven decision making and problem solving skills, and will have exceptional follow-up skills. Individual should be a self starter who enjoys responsibility and is 100% accountable for getting things done right the first time. Excellent verbal and written communication and customer service skills are essential along with the ability to confidently speak with internal and external customers, and the ability to handle multiple tasks in positive and efficient manner. Individual should be dependable and consistent in work habits. Working knowledge of Amelia Island Plantation, the real estate industry and terminology is desirable. Individual should be flexible to changing environment and tasks and work well in fast pace and highly distractible environment. Previous administrative assistant experience preferred.

Tools and Equipment:

Telephone and keyboard, pen/pencil, photo-copying machine, computer and printer
file folders, filing cabinet, facsimile machine, ten key calculator, HP scanner, digital camera, tape recorder. Must be proficient in Microsoft Office programs to include Word, Excel, and Outlook.

Working Environment:

Must be ambulatory; able to climb stairs; sit or stand for long periods of time; occasionally push, pull or lift 25 to 40 lbs.. Must have full range of motion of both arms and hands. Must be able to see and hear. Must have valid drivers license and reliable transportation.