Front Desk Administrative Coordinator

Job Description

Job Description

Benefits:

• Health insurance
• Paid time off
• Paid holidays

Coldwell Banker Premier – Rehoboth Beach, Delaware

Schedule: Tuesday–Saturday | 8:30 AM – 5:00 PM

Position Overview

Coldwell Banker Premier is seeking a highly organized, customer-focused Front Desk Administrative Coordinator to support our busy Rehoboth Beach office. This full-time position serves as the first point of contact for clients, homeowners, tenants, guests, agents, and vendors while providing administrative support to our Real Estate Sales, Long-Term Rental, and Short-Term Rental teams.

This role plays an important part in keeping the office running smoothly by supporting our sales agents, property management team, and daily office operations. The ideal candidate enjoys working in a fast-paced environment, is comfortable using multiple computer programs, and thrives while managing a variety of responsibilities throughout the day.

This position reports directly to the Office Manager and General Manager of Property Management.

Primary Responsibilities

Front Desk & Customer Service

●       Greet visitors and provide a professional, welcoming experience.
●       Answer and direct incoming phone calls.
●       Assist clients, homeowners, tenants, guests, agents, and vendors.
●       Manage incoming and outgoing mail and deliveries.
●       Run occasional errands, including trips to the post office, as needed.
●       Maintain a clean, organized, and professional reception area.

Real Estate Sales Support

●       Provide administrative support to the Real Estate Sales team.
●       Assist agents with administrative needs and client communications.
●       Help prepare marketing materials, flyers, listing packets, and office promotional materials.
●       Track and route incoming sales leads.
●       Support office events, social media postings, and marketing initiatives.
●       Assist with special projects that support the sales team and office operations.

Property Management Support

●       Provide administrative support to the Property Management team.
●       Support owner and tenant communications.
●       Help coordinate maintenance requests and vendor communications as directed.
●       Assist with rental inquiries and general administrative tasks.
●       Support marketing initiatives and special projects as needed.
●       Complete additional projects and assignments as directed by the Office Manager, Property Management Managers, or company leadership.

Administrative Support

●       Prepare correspondence, reports, forms, and other office documents.
●       Maintain electronic and paper filing systems.
●       Perform data entry and maintain accurate records.
●       Assist with onboarding materials and office organization.
●       Coordinate conference room scheduling and office meetings.
●       Support daily office operations and special projects across multiple departments.

Office Operations

●       Help keep the office running efficiently each day.
●       Monitor office supplies and assist with ordering as needed.
●       Maintain an organized, professional office environment.
●       Provide general administrative support wherever needed to ensure smooth day-to-day operations.

Bookkeeping

●       Assist with light bookkeeping duties.
●       Process deposits and maintain accurate records.
●       Assist with reports and other administrative accounting tasks as assigned.

Qualifications

●       Excellent customer service and communication skills.
●       Strong computer skills with the ability to quickly learn new software.
●       Proficient in Microsoft Office (Outlook, Word, and Excel).
●       Strong organizational and time management skills.
●       Ability to multitask and prioritize changing responsibilities.
●       High attention to detail and accuracy.
●       Professional appearance and positive attitude.
●       Reliable, dependable, and self-motivated.
●       Ability to work independently and collaboratively as part of a team.

 

Preferred Experience

●       Previous front desk, administrative, or office support experience.
●       Experience in real estate, property management, hospitality, or customer service is preferred.
●       Experience with CRM systems, property management software, reservation software, or other business software is a plus, but not required.

Success in This Role

The ideal candidate enjoys helping people, stays organized under pressure, embraces technology, and takes pride in keeping a busy office running smoothly. They are proactive, task-oriented, and committed to delivering exceptional customer service while supporting our Real Estate Sales, Property Management, and Rental teams. No two days are the same, making this an excellent opportunity for someone who enjoys variety, teamwork, and contributing to the overall success of the office.