Under the general supervision of a Manager, performs a variety of both complex and routine administrative duties. Provides functional guidance to Receptionist and other support staff; assists Manager to ensure efficient operation of the Office's practices and procedures. Regular, predictable and dependable attendance is essential to satisfactory performance of this job.
3-5 day work schedule availability
Job Duties and Responsibilities (Essential Job Functions)
Common job activities are listed below; actual position responsibilities may vary. Refer to you manager or human resources for specific duties and performance expectations.
- Manages various administrative aspects of the Long & Foster Vacation Rentals program.
- Lease payment processing. Preparation and distribution of vacation rental packets. Customer service to current and prospective owners and tenants.
- Keeps records of listings, sales and settlements and processes as required. Enter listings and sales in computer, places new listings in flip-book; compiles competitive brokers' sales figures on a regular basis and forwards to Corporate Headquarters, maintaining the property listing database.
- Assures compliance with preventative maintenance schedules for office copiers, facsimile machines; coordinates repair requests. Orders all necessary forms, and keeps office supplies appropriately stocked. Monitors physical maintenance and cleanliness of office, reports problems to property manager and/or Branch Manager.
- Assists Manager in recruiting and screening of support staff. Assists in ad writing, ad placement, initial phone screening and appointment setting. Arranges for orientation and training of new hires and calendar management.
- Enters listings and sales in computer. Retrieves MRIS updates from computer daily, may compile competitive brokers' sales figures on a regular basis. Collects agent data and receipts, reviews for accuracy and content, submits agent expense sheets for Manager's approval.
- Assists in orienting new Sales Associates to the office and the Company.
- Serves as the first point of contact for all office visitors and customers.
- Provides administrative support to broker and agents for real estate sales. Tasks may include handling of sales contracts and closing documents, scanning and electronic filing of sales files and processing of commission checks.
- Informs Sales Associates of office policies and procedures, keeps records of their accounts; processes and sets up files for new Associates.
- Creates and distributes letters, memoranda, and other general office correspondence.
- Provides on-site support to assist agents with various tasks as the need arises.
- Completes tasks assigned by management as required.
- Perform any additional responsibilities as requested or assigned.
Performance Expectations
- Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
- Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
- Establish and maintain positive and productive work relationships with all staff, customers and business partners.
- Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
- Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.
Qualifications
Education:
- Minimum high school diploma or the equivalent. Secondary education preferred.
Experience:
- 2-3 years clerical or administrative experience.
- Experience in customer service and/or hospitality is a plus.
Knowledge:
- Proficient with MS Office products MS Word, Excel and PowerPoint.
- Experience including Outlook, Publisher, etc.
- Excellent interpersonal skills and ability to deal with different personalities
- Excellent verbal/written communications skills.
Skills:
- Knowing the (internal and external) customer business needs and acting accordingly; anticipating customer needs, and giving high priority to customer satisfaction and customer service.
- Having and using knowledge of systems, situations, procedures, and culture inside the organization to identify potential problems and opportunities; perceiving the impact and the implications of decisions on other components of the organization.
- Setting high standards regarding his/her work and working environment and acting accordingly; developing quality standards, continuously evaluating performance, products, and procedures; actively seeking ways to improve quality.
- Organized with a high attention to detail. Taking responsibility for a thorough and detailed method of working.
- Using computers effectively and efficiently in the working environment.
- Ability to work independently.
- Setting priorities and defining actions, time, and resources needed to achieve predefined goals.
- Shaping and expressing ideas and information in an effective manner. Expressing ideas and opinions clearly in properly structured, well-organized, and grammatically correct reports or documents; utilizing language and terminology that is understandable for the reader.
- Working as a productive member of a cohesive group toward a common goal, and contributing to
- Accepting responsibility that results in anticipation/prevention of problem areas from actions, and problem solving inside and outside the department/organization.
- Spotting opportunities within a circle of influence; anticipating risks or challenges and acting on them; self-starting rather than waiting passively until the situation demands action.
We offer a full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)
Equal Opportunity Employer
