The Position
Our front desk staff are the heart of our business operations, and the directors of first impressions with our internal and external customers. In this role, you will be a part of a integral team of professionals that are responsible for many of the daily tasks that keep our great organization at optimal efficiency.
We have availability for a full-time staff position at our Northwest Side office, located at 7280 W Devon Ave, Chicago, IL 60631. This position has regularly scheduled working hours of Monday through Friday from 9AM to 5PM.
The ideal candidate must be customer focused and detail oriented, computer savvy, an excellent communicator, and highly professional. The role of Front Desk Administrative Assistant reports directly to our Chief of Staff. In addition to the skills described below, we are looking for individuals with high energy and enthusiasm, bright ideas to grow professionally, and a propensity to work diligently in a dynamic industry. Real estate experience is highly desired. If you come with the drive and passion to succeed, we can help coach you towards success to learn everything you need to know to master our day to day operations.
Responsibilities include, but are not limited to:
- Greet visitors, answer incoming calls, and route questions to appropriate departments
- Manage front desk location’s email inbox, triaging questions and supporting our internal and external customers
- Schedule meetings and prepare conference rooms accordingly
- Create and manage all aspects of MLS listings, and manage related documents needed for compliance on behalf of agents
- Oversee mail and package fulfillment, both incoming and outgoing
- Confidently and securely open and close office as shift requires, following detailed procedures and instructions
- Perform administrative duties as needed, such as ordering, maintaining, and restocking of office supplies and inventory
- Process photos for agents and marketing on both the MLS and in creating brochures
- Work collaboratively with the Marketing team on signage orders, billing, and data collection to streamline work across offices
- Work with accounts receivable on issuing receipts for both agents and clients, processing check payments, and facilitating customer satisfaction
- Support data driven projects for the administrative and management teams to drive effective and qualitative change for the organization
- Assist in planning and facilitating office-wide events to engage agents and contribute positively to company culture
Desired skills:
- Positive attitude and professionalism are musts!
- Ability to travel to any of our offices in Chicagoland area as needed for training and staffing needs.
- Experience with real estate and data entry preferred, but we will provide training for the right candidate
- Motivated, self-starter who can work independently and as part of a team
- Proficient with Microsoft Office Suite or similar software, and accounting software.
- Excellent organizational skills and attention to detail.
- Exceptional ability to communicate both verbally and in writing with staff, customers, and real estate professionals
- Adaptability and flexibility are key factors for someone to succeed in this role
- Desire to grow in your position and accept new responsibilities
