Receptionist

GOAL: To collaborate with a seasoned team of real estate professionals to accomplish clients’ needs in brokerage, consulting and strategic partnerships.

OPERATE MULTI-LINE PHONE SYSTEM

  • Screen, record and relay calls to over 25 employees
  • Research property inquiries, log on google sheet & email flyers to potential clients
  • Maintain a current knowledge of new listings and current properties managed

HOST LOBBY

  • Greet guests, provide refreshment and accommodation
  • Maintain tidiness of lobby area & conference rooms
  • Manage conference rooms and traffic flow
  • Receive & disperse incoming packages

MANAGE MAIL & CORRESPONDENCE

  • Get mail from mailbox & disperse appropriately
  • Assist with outgoing mail & FedEx packages
  • Create & maintain an inventory of regular mailing address labels

SIGN MARKETING (Shared Responsibility)

  • Maintaining sign orders for active properties
  • Receive sign orders from agents
  • Create sign order form & sign aerial map for placement
  • Interact with Sign Vendor
  • Review each invoice to make sure charges are adequate
  • Request photographic proof of each sign order
  • File each photo of sign order into appropriate “Sign Order” file
  • Use Excel to log all sign orders, costs of each service, invoices, and payments
  • File all sign order forms, aerial maps, flyers, emails, & pictures into all active listing folders
  • Follow-up with team member who requested sign order
  • Inquire vendor for Custom Signage
  • Maintain signage inventory and order as needed

COORDINATE CATERING ORDERS FOR MEETINGS & EVENTS

  • Schedule, gather attendance info, order food delivery & meeting accommodations for all team luncheons

ORDER SUPPLIES

  • Maintain inventory of office & kitchen supplies
  • Retrieve office & kitchen supplies when needed
  • Keep office staff aware of needed items
  • Maintain stock regarding copy machine such as toner & copy paper
  • Maintain stock regarding bathroom needs such as toilet paper, hand towels, & hand soap

CONFERENCES (Shared Responsibility)

  • RETAIL LIVE – Registration, Table, Swag, Sponsorship, Maintain Relationship with Retail Live Point of Contact, Email Show Details to All Attending Team Members
  • TAMPA – Registration, Table, Swag, Maintain Relationship with ICSC Point of Contact, Email Show Details to All Attending Team Members
  • RECON VEGAS – Registration, Hotel, Room Placement of Each Team Member, Flight, Team Dinner Reservations (1-2), Maintain Relationship with ICSC Point of Contact, Email Show Details to All Attending Team Members
  • ORLANDO – Registration, Hotel, Room Placement of Each Team Member, Organize Team Event, Organize Partner Dinner, Booth, Swag, Maintain Relationship with ICSC Point of Contact, Email Show Details to All Attending Team Members
  • Broward – Registration, Maintain Relationship with ICSC Point of Contact, Email Show Details to All Attending Team Members
  • Weston “Hollywood” – Registration, Table, Swag, Maintain Relationship with ICSC Point of Contact, Email Show Details to All Attending Team Members

MISCELLANEOUS

  • Assist with upkeep/tidiness of kitchen & storage room
  • Make coffee
  • Field wide range of questions from all staff
  • Maintain “Team Trinity” calendar with office closure schedule, sales meetings, team lunches / sales meetings, and partner meetings
  • Assist with scheduling meetings accordingly in each conference room when requested
  • All other tasks as requested