Office Administrator

POSITION SUMMARY:

The Office Administrator is responsible for general administrative duties, client reception, database entry, and other clerical 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.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greet all visitors.
• 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 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.

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.

EDUCATION AND/OR EXPERIENCE:

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

WORKING ENVIRONMENT:

Fast-paced, growth-focused, and dynamic team environment with multiple priorities, stringent accuracy requirements and strict deadlines.

ADA REQUIREMENTS: N/A

PHYSICAL DEMANDS - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee must occasionally lift and /or move up to 50 pounds
• While performing the duties of this job, the employee is regularly required
• o walk
• o sit
• o stand
• o use hands to finger, handle, or feel
• o reach with hands and arms
• o talk
• o hear
• o climb or balance
• o stoop, kneel, crouch, or crawl

VISION REQUIREMENTS:

• Close vision (clear vision at 20 inches or less)
• Distance Vision (clear vision at 20 feet of more)
• Color vision (ability to identify and distinguish colors)
• Peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point)
• Depth perception (three-dimensional vision, ability to judge distances and spatial relationships)
• Ability to adjust focus (ability to adjust the eye to bring an object into sharp focus)

WORK ENVIRONMENT

• This position occasionally works in an environment with a loud noise level (Examples: jack hammer work, front row at a rock concert)
• While performing the duties of this job, the employee is regularly exposed to wet or humid conditions
• While performing the duties of this job, the employee occasionally works near moving mechanical parts
• While performing the duties of this job, the employee occasionally works in high precarious places
• While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles
• While performing the duties of this job, the employee is occasionally exposed to toxic or caustic chemicals
• While performing the duties of this job, the employee is regularly exposed to outdoor weather conditions
• While performing the duties of this job, the employee is occasionally exposed to risk of electrical shock
• While performing the duties of this job, the employee is occasionally exposed to vibrations

GENERAL INFORMATION:

Note: This is not an exhaustive list of roles, activities, requirements, efforts, or working conditions associated with the position. This description is intended to be an accurate reflection of the current position. The Kolter Group reserves the right to revise the position or to require that other or different activities be performed when circumstances change (i.e., emergencies, changes in personnel or workload, rush jobs, or technological developments).

The employee is encouraged to ask questions of the supervisor or human resources department regarding this job description and its application. This position description has excluded the marginal functions of the position that are incidental to the performance of essential job duties; the requirements listed in are representative of the minimum levels of knowledge, skills and abilities required for the position.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Inlet Beach, FL 32461 (Required)

Ability to Relocate:

• Inlet Beach, FL 32461: Relocate before starting work (Preferred)

Work Location: In person