Receptionist

1. Greet and assist visitors and clients:

• A warm smile and a welcoming demeanor create a positive first impression.
• Guide clients and visitors to the appropriate departments or agents.
• Provide information about available properties and services offered.

2. Answer and direct phone calls:

• Handle a busy phone system, ensuring calls are directed promptly and efficiently.
• Serve as a knowledgeable resource for inquiries regarding property listings, appointments, and general information.
• Employ excellent phone etiquette to leave callers with a favorable impression.

3. Schedule appointments and manage calendars:

• Maintain a well-organized schedule for real estate agents, ensuring no double bookings occur.
• Coordinate appointments between clients, agents, and other relevant parties.
• Use calendar management tools to optimize time management and efficiency.

4. Handle incoming and outgoing correspondence:

• Sort and distribute mail, packages, and faxes to the appropriate recipients.
• Draft and send professional emails on behalf of the office.
• Maintain an organized filing system for physical and digital documents.

5. Maintain office cleanliness and organization:

• Ensure the reception area and common spaces are tidy and presentable.
• Arrange for the maintenance of office equipment, such as printers and copiers.
• Manage inventory of office supplies and place orders as needed.

6. Assist with administrative tasks:

• Provide administrative support to real estate agents and staff, such as preparing documents, reports, and presentations.
• Conduct research and gather information as requested.
• Collaborate with other administrative personnel to streamline office operations.

7. Support real estate agents and staff:

• Act as a reliable resource for agents, offering assistance with various tasks.
• Coordinate open houses and property showings, ensuring all necessary arrangements are made.
• Collaborate with marketing teams to create and distribute promotional materials.

8. Utilize technology and office tools effectively:

• Proficiently navigate real estate software, customer relationship management (CRM) systems, and office productivity tools.
• Stay up to date with technological advancements and industry-specific software.
• Troubleshoot minor technical issues or escalate them to the appropriate IT personnel.