Office Assistant

Xclusive Homes, LLC • Naples, FL, US

Posted 1 year ago

Description

Do you have a passion for helping others and love putting a smile on people’s faces? Then you’re a great fit for the receptionist position on our team! You’ll act as the first point of contact for the business, answer phone calls, schedule meetings, make travel arrangements, handle mail and deliveries, and help us with other operational duties to keep everything running smoothly. If you’re looking for a role where you make a difference every day, start your application today.

Responsibilities

Office Opening and Maintenance:

Open the office on time and ensure it is clean and organized.
Manage office supplies and replenish them as needed.
Keep the workspace tidy and well-maintained.
Place orders to keep the office fully equipped.

Communication and Coordination:

Answer calls and direct them to the appropriate staff.
Assign leads to agents following the 80/20 ratio.
Coordinate office events, place necessary orders, and print materials.
Assist in preparing presentations and setting up meetings.

Agent Support:

Contact agents via calls, emails, and text messages to invite them to events.
Prepare signs for open houses.
Respond to emails and print documents as needed for agents.
Assist in calling agents and requesting documentation when necessary.

Administrative Assistance:

Scan mail and forward checks and documents to Sabrina.
Assist with general administrative tasks.
Deposit checks as needed.
Request the updated list of agents from the DBPR and upload it to the CRM.
Check drip campaigns in the CRM.
Upload and update agent photos across all social media platforms and the website.
Update events on the company website.

Contractor and Maintenance Management:

Contact handymen or contractors for any office-related issues.
Keep the workspace updated and organized.
Ensure the office is well-decorated and in good condition.
Replace window display boards with updated property listings.

Mail and Documentation Management:

Check the mail daily and notify recipients of their correspondence.
Maintain agent records, ensuring all necessary and updated documentation is available.

Human Resources and Events:

Assist in recruitment processes if necessary.
Update events on the company’s website.
Refresh office flyers.
Take photos and videos of office events.
Take photos of new agents and create welcome posts.

Follow the correct sign-in procedures for visitors to keep our building secure
Give every employee, client, and visitor a warm welcome at the front desk and communicate any important information or directions
Provide administrative support to other team members with data entry, paperwork, photocopying, etc. when needed
Plan for company trips and outings and provide itineraries to ensure off-site activities are a success
Respond to incoming phone calls and emails and make sure the right people receive all important information

Qualifications

Bilingual, Spanish is a must

Excellent interpersonal skills, organizational skills, customer service skills, and verbal communication skills
High school graduate, G.E.D. recipient, or equivalent
Comfortable taking telephone calls and mitigating stressful situations
1 year of experience as a receptionist, administrative assistant, guest service specialist, or similar position preferred
Proficient computer skills and knowledge of Microsoft Office

Compensation

$35,000

About Xclusive Homes, LLC

Xclusive Homes LLC is a leading residential and commercial real estate company with over 10 years of experience and a strong presence in the local market. We offer a comprehensive range of services, including property purchases, sales, seasonal rentals, corporate relocations, and referral services. Our team provides professional and personalized assistance, tailored to meet the unique needs of each client.

At Xclusive Homes, we pride ourselves on our core values of integrity, honesty, and professionalism. Our licensed professionals are dedicated to excellence, benefiting from guidance from top industry leaders and access to cutting-edge technology. We empower our agents and clients to thrive in an ever-evolving real estate landscape.

Our mission is to drive success through innovation and customer-centered service, positioning ourselves as an industry leader while fostering long-lasting relationships.