Office Administrator - Palm Beach Gardens

Summary The Office Administrator is responsible for general administrative duties, client reception, database entry, and other c l e r i c a l tasks assigned. The Office Administrator greets, welcomes, and directs any visitors appropriately; notifies company personnel of visitors’ arrival; and maintains communication with the onsite Sales Team. Register 1st time guests using the Prospect Registration form. Record all traffic (first visits, return guests, buyers and Realtors) on manual traffic report. Manage phone messages & calls. Handoff guests to the proper New Home Guide (“NHG”) using the “up” rotation system. Contact New Home Guides as needed to help guests. Manage and document appointments. Document all guests in Builder CMS. (first visits, return guests, buyers and Realtors) Print marketing materials as needed. (price sheets, decision priorities, HOA information sheets, etc.) Scan sales documents as needed and email daily traffic reports to corporate office. Document Realtor visits and properly register them with the Realtor Registration form. Maintain the conference rooms cleanliness. Restock items as needed. Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies, logging supply needs and office expenses. (copier items, coffee, snacks, office supplies etc.) Assist in coordinating food for marketing events. Oversee mailings, and office deliveries. Ensure the safe and successful operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques. Direct guests asking sales related questions to a New Home Guide. #J-18808-Ljbffr