Weekend Receptionist - Douglas Elliman Development Marketing

JOB DESCRIPTION: Weekend PT- 16 hours, Development Project Front Desk Administrator

General Description

Reporting to the Executive Vice President of DEDM, the Front Desk Administrator is the first

point of contact for the company and will provide administrative support across the organization.

In this position the candidate will handle the flow of general public through the business and

ensure that all administration tasks are completed accurately and delivered with high quality and

in a timely manner.

Objective: Enthusiastic and committed Front Desk Administrator looking for a position using

strong communication, maturity, organizational skills, experience in front office guest services

and management to coordinate smooth operations of the development project.

Essential Functions

General Duties:

1. Provide office support services in order to ensure efficiency and effectiveness within the

Project Office

Main Activities

§ Receive, direct and relay telephone messages and fax messages

§ Direct all general public to the appropriate staff member

§ Pick up and deliver the mail

o If processing overnight deliveries: (i.e. FedEx) for Sales Associate &

Projects, indicate Sales Executive and project name.

o Distribute all general correspondence accordingly

§ Maintain the general filing system and file all correspondence

§ Assist in the planning and preparation of meetings, conferences and conference

telephone calls

§ Maintain an adequate inventory of office supplies and project marketing collateral

§ Provide office and secretarial support

§ Maintain tidy office appearance

2. Perform clerical duties in order to maintain office administration

Main Activities

§ Develop and maintain a current and accurate filing system for project sales files

§ Monitor the use of supplies and equipment

§ Coordinate the repair and maintenance of office equipment

3. Perform receptionist functions

Main Activities

• Answer all incoming calls and handle caller’s inquiries whenever possible

• Re-direct calls as appropriate and take adequate messages when required

• Greet, visitors and the general public

o Offer and prepare coffee and refreshments

4. Support the Sales Director, Sales Executives and other staff

Main Activities

• Assist the Sales Director and Marketing staff as requested

• Provide administrative services for the Sales Director and Sales Executives

• Update floor books with floor schedules

• Keep track of registrations forms from Sales Executives and enter into e-condo

• Walk-ins and phone calls are to be registered on registration sheets and input into

e-condo

• Keep conference room schedule

• On a weekly basis maintain master event calendar, email and back up on drop box

• Maintain monthly master project contact list

• Maintain daily, weekly and monthly traffic and sales reports

• Perform other related duties as required

For Events:

• RSVP – collect emails and RSVP counts

• Set up – assist Sales Director, Marketing Associate & caterers with any set up, assembly

and preparation prior to and on day of event

• Parking – follow up with the parking procedure prior to and day of event

• Guest Sign In – collect business cards and enter into e-condo within 48hrs; under the

event name and corresponding title

• Giveaways – assist with assembly prior to event, give out to clients/brokers during event

and take count of all inventory left over after event

• Hours may vary during events and/or special occasions

Qualifications

• College graduate; experience in front desk administration and accounting is preferred

• Luxury Hospitality background is preferred

• Determined, strong work ethic, positive attitude, team player, resourceful and detailoriented

• Skilled in Microsoft applications including Word, Excel, PowerPoint and Outlook.

• Ability to learn & master computer programs or devices when or as necessary

• Ability to excel in fast-paced atmosphere

Job Type: Part-time

Pay: $17,000.00 per year

Schedule:

• Weekend availability

Ability to commute/relocate:

• West Palm Beach, FL 33401: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location