Part-Time Receptionist / Administrative Assistant

Job Description

Job Description

Position Overview

Summit Sotheby’s International Realty is seeking a polished, personable, and highly organized Part-Time Receptionist / Administrative Assistant.

Working on Sundays and Mondays, this individual will serve as a welcoming, in-person point of contact for visitors and prospective buyers while providing essential administrative and sales support. Responsibilities include greeting walk-in guests, answering incoming calls, maintaining accurate lead records, and assisting with reporting.

The ideal candidate is service-oriented, detail-driven, and proactive, with a professional demeanor and an appreciation for the elevated experience expected in luxury real estate. This person understands that exceptional service is reflected in every interaction, from a warm welcome at the door to the accuracy of a sales report.

Key Responsibilities

Reception & Guest Experience

• Welcome walk-in visitors, prospective buyers, agents, and business partners with warmth and professionalism.
• Answer incoming phone calls, respond to general inquiries, and direct communications to the appropriate team member.
• Create a welcoming, organized, and polished environment that reflects the Summit Sotheby’s International Realty brand.
• Ensure property information, brochures, and marketing materials are current, organized, and readily available.
• Assist with appointment scheduling and meeting preparation as needed.
  

Lead Management & Sales Support

• Assist with maintaining accurate, up-to-date records of prospective buyers and incoming leads.
• Enter and update lead information in designated tracking systems or databases.
• Compile, organize, and submit lead reports to the developer according to established procedures and timelines.
• Help ensure lead information is complete, consistent, and accurately documented.
• Assist with coordinating follow-up communications and tracking outstanding inquiries as directed.

Administrative & Operational Support

• Provide general administrative assistance.
• Assist with scheduling, correspondence, data entry, document preparation, and file organization.
• Prepare property information, presentations, and materials for buyer meetings.
• Monitor office supplies and marketing materials and coordinate replenishment as needed.
• Support meeting logistics and special events as requested.
• Handle confidential information with discretion and professionalism.

Qualifications & Skills

• Excellent interpersonal and communication skills, with a naturally welcoming and service-oriented approach.
• Strong organizational skills and attention to detail.
• Professional demeanor and the ability to represent a luxury real estate brand with confidence and care.
• Proficiency with Microsoft Office, Google Workspace, and general office technology.
• Comfort learning and maintaining CRM systems, lead databases, and reporting tools.
• Ability to manage multiple priorities and work independently.
• Dependable, punctual, proactive, and committed to following through on responsibilities.
• Previous experience in reception, administrative support, hospitality, or customer service preferred.

What Success Looks Like

Success in this role means creating an exceptional first impression for every visitor, maintaining accurate and timely lead information, and providing reliable administrative support. The right person takes ownership of the details, anticipates needs, and ensures that both the guest experience and behind-the-scenes processes reflect the professionalism and service associated with Summit Sotheby’s International Realty.