Front Office Administrator

Front Office Administrator

If you are a super reliable person and you're looking to be a part of a team that pushes you to GROW, treats you like family and gives you the recognition that you deserve, gives you PAID birthdays off, free drinks and snacks and MORE - all in a safe, inclusive, fun and learning environment...check us out on Instagram @hamlethomesutah and KEEP READING!

We work hard and play hard. We take pride in our work, we trust each other, and thrive on helping our customers to have a GREAT homebuying experience.

WHAT WE’RE LOOKING FOR: Someone with AMAZING customer service skills, who can consistently come to work on time and work both independently and as a team. This person would love our positive and fun culture and have a passion for helping their customers on the phone WITH A SMILE. Our Front Office Administrator creates the first impression and experience for anyone who enters into our office so you should feel comfortable in welcoming guests and giving them a GREAT experience – which may include a specialty drink, snack, or Hamlet swag (or swagger)!

Also, of course, this person would want to work for an award-winning company, most recently awarded again, as one of the Best Companies to Work for in Utah. We are seeking a person who knows how to work hard and play hard (there could be some ping-pong or nerf gun fights in your future).OverviewThis person provides ongoing and consistent customer service to the Company’s customers. This individual must possess a keen awareness of both internal and external customer’s needs. This individual maintains and supports the needs of the office in a way that exemplifies professionalism and an efficient office setting. The ability to multi-task is a must. This position reports directly to the Financial Controller.

Major duties and responsibilities

Receptionist

• Position is responsible for the answering of incoming phone calls for Hamlet Homes.
• Screen and route calls, take messages as necessary.
• Ensure accuracy of telephone greeting / after-hours messages.
• Check the general delivery mailbox each morning for messages and distribute.
• Direct and warm transfer any incoming community prospect calls, giving them general information and conferencing them in with the appropriate sales agent.
• Process Service Request/HOA calls (see Customer Service Section for further details)
• Maintain and program Veracity telephone system
• Greet incoming guests, offer them a drink and seat them in the appropriate conference room. Inform Hamlet Homes employee that their guest has arrived.
• Maintain conference rooms. Clean and straighten after each use.

Office Administration

• Coordinate office activities to ensure Hamlet Home’s personnel can successfully perform their job functions. This includes:
• Verify and distribute all incoming deliveries.
• Mail – open, date stamp and distribute all US Mail.
• Maintain fax machines. This includes distribution of faxes, verifying legibility and page numbers and requesting a re-fax as needed; monitoring outbound faxes for receipt and notifying sender if error is received.
• Coordinate the scheduling of the conference rooms and company calendar.
• Coordinate daily drop off for outgoing US mail and overnight packages in a timely manner.
• Perform general secretarial functions for office staff, including typing, transcription, filing, special projects, etc.

• Order and organize all office supply cabinets. Ensure there is paper ready in the copy machine and all supplies are available.
• Order drinks and snacks and keep kitchen stocked.
• Coordinate service/supplies for leased machines i.e., copier, ice and water dispenser and postage meter machine.
• Process Certificate of Occupancy and ensure they are filed.

Sales/Marketing – Support

• Prepare the Homeowner Walk basket and Blue box.
• Update community information as needed.

• Supply all Model Home Sales offices with office supplies as requested/needed.
• Check the google drive to ensure Sales Representatives have completed the homebuyer profiles.
• Add any new Homebuyer profiles to the file. Save and email this monthly.

Working requirements/conditions

Works in an office setting Monday thru Friday. Minimum requirements include high school diploma, basic computer knowledge and skills compatible with computer programs currently used by the company, willingness to learn processes and computer skills relevant to duties. Must enjoy working in a fast-paced environment and have excellent customer service and telephone skills. Job requires excellent written and verbal communication skills, strong organizational skills with attention to detail and follow-through, and ability to multi-task to meet deadlines. Must maintain a professional demeanor and present a front office image that supports Hamlet Homes values and mission.

Dimensions

• AD – Attention to Detail
• CL – Collaboration
• CSO – Customer Service Orientation
• OA – Organizational Awareness
• TW – Teamwork/Cooperation

Job Type: Full-time

Pay: $35,000.00 - $40,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental Pay:

• Bonus pay

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location