Office Assistant

Administrative Assistant

Within the spirit of "Making People's Dreams Come True", this position is responsible for performing organizational and administrative tasks on behalf of the company in support of one or more licensed real estate professionals with Properties of The Villages. This role aims at providing administrative assistance to representatives and prospective customers throughout all steps of the sales and listing process. Duties may include fielding telephone calls and emails, receiving and directing questions and correspondence, processing documentation, creating spreadsheets, preparing comparative market analysis materials, updating database information, producing reports, scheduling calendars, preparing for appointments and special events in addition to any related duties and tasks that serve the company and its representatives' daily business needs. Hospitality is a must being an enthusiastic, loyal'supporter' of Sales Department initiatives. This position is an integral part of the Sales team. These duties are accomplished while delivering Raving Fans customer service to both internal and external customers.

Full Time & Part Time, Onsite Position

Benefits for full time eligible positions:

Medical (HSA/FSA), Dental, and Vision | 401K and/or ROTH | PTO & Paid Holidays | Basic Life & AD&D | The Villages Charter School eligibility | and much more!

Responsibilities:

• Create and maintain organizational functions that enhance Representative(s)' daily focus, preparedness, and on-going success.
• Schedule and confirm appointments, managing calendars electronically for accuracy.
• Prepare necessary paperwork and materials for appointments and special events as needed by Representative(s).
• Interact with various internal departments regularly for coordination of Representative and customer needs.
• Maintain customer accounts and sales databases as well as communicate with other affected parties regularly (Ex: Relocation Coordinators, Senior Living Coordinators, Guest Coordinators, Home Design Consultants, etc.).
• List and prioritize daily tasks and calls for oneself and Representative(s).
• File, make copies, upkeep documents (tracking/checklists) and complete other general organizational tasks as requested by Representative(s).
• Assist Representative(s) with inventory maintenance as needed.
• Maintain good communication with Representative(s); keeping them informed of progress and customer interactions via emails, phone calls or in person meetings.
• Coordinate advertising efforts and special event planning with the Marketing Team on the Representative(s)' behalf.
• Use appropriate and approved methods to stay in contact with customers on behalf of the company and Representative(s) to include scheduling, writing, mailing, or emailing appropriate and timely notes and cards, etc.
• Answer incoming phone calls by taking messages, assessing the urgency, and proceeding accordingly, assisting first where able or relaying information between the Representative(s), various members from throughout our team and customers as needed.
• Assist with the administrative tasks necessary to enable a customer to become a resident or to help a resident list and sell their home.
• Place homes on hold or refresh holds as requested by Representative(s).
• Accurately enters information received from Representative(s) for completion and submission of contract worksheets.
• Assist with staying in contact with customers throughout the home purchase, home listing or build process; staying abreast of activities and status on behalf of Representative(s); completing or prompting tasks where necessary.
• Order, track and ensure closing gifts are available for homeowner orientations or closings.
• Aid with tasks necessary to prepare for closings (Ex: mail away closings, reminding owner about utility set up, getting financing in order, inspections, walk-through, closing appointments and so forth, etc.).
• Use appropriate and approved methods to stay in contact with residents and cultivate referrals to include making personalized phone calls, writing emails, notes, or cards, or prompting Representative(s) to make in person visits, avoiding form letters and bulk mailings outside of marketing guidelines or approvals.
• Process received referrals and scheduled appropriate suspense's for Representative(s)' customer interaction.
• Prepare (within guidelines) and assemble the Comparative Market Analysis packet as requested by Representative(s).
• Pre-fill and compile listing agreements and other necessary documentation as requested by Representative(s), expediting the communication of new listing information to the Contracts Department.
• Proof fliers and the Villages Listing Service (VLS) for accuracy; staying abreast of each listing's activities and status on behalf of Representative(s).
• Receive photos from Representative(s), downloading and saving them for submission when applicable.
• Schedule open house dates and times in alignment with the homeowner's and Representative(s)' calendars; gathering necessary materials for Representative(s) to conduct an open house and assist with follow up action items.
• Collect showing comments made by fellow Representative(s) for active listings; pulling reports from the Villages Listing Service on a regular basis or as requested by Representative(s) to share with homeowners.
• Use office computers, technology, and a host of other software applications, including the Microsoft Office Suite, Customer Management Systems (I-series) and subsequent administrative management tools and equipment (copier, fax, etc.).
• Assist leadership in on-going training of new team members resulting in others shadowing and/or assisting you.
• Attend meetings and continuing education opportunities to maintain learning and growth in the position, updating and maintaining work-related materials and information while keeping up to date on Villages knowledge, lifestyle, and amenities.
• All other duties as assigned.

Education & Experience Requirements:

• High school diploma or general education degree (GED); or one (1) year related experience and/or training; or equivalent combination of education and experience.
• Previous experience as an administrative assistant preferred but not required.
• Must be proficient in Outlook, functional in Excel and Word.
• Experience with I-series, Lasso, or customer management software programs a plus.
• Excellent telephone skills are a must along with the ability to interact and correspondence in a cheerful and professional manner with customers and teammates via email, written notes and/or during in-person interactions.
• This role requires a 'can do' attitude, strong interpersonal and time management skills, project coordination, flexibility, attention to detail and the ability to work unsupervised to help produce the ultimate customer experience in a fast paced, professional environment.