Office Administrator

Summary

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• 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.
• Maintainsuppliesinventorybycheckingstocktodetermineinventorylevel,anticipatingneeded 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.
• Ensurethesafeandsuccessfuloperationofequipmentbycompletingpreventivemaintenance requirements,callingforrepairs,maintainingequipmentinventoriesandevaluatingnew equipment and techniques.
• Direct guests asking sales related questions to a New Home Guide.

SUPERVISORY RESPONSIBILITIES - No supervisory responsibilities are required for this position.

REQUIRED JOB KNOWLEDGE, SKILLS, AND ABILITIES:

• Manage multiple visitors in professional manner.
• Ability to learn and use software including Builders CMS, PDF X-change, and Egnyte.
• Proficiency in Microsoft Office (Word, Excel, Teams & Outlook).
• Effectively and professionally communicate with customers.
• Demonstrate commitment to integrity, company values, customer-focus, and established policies and procedures.
• Display professional appearance and manner.

High School Degree. One year of work experience may substitute for one year of required education, up to a maximum of four years substitution. Where substitution is accepted, applicant must demonstrate increased knowledge and progressively more challenging work assignments.