Administrative Front Desk Coordinator

Job Roles

As an Administrative Front Desk Coordinator, you will be the central point of contact for both internal and external communications, handling reception duties and providing exceptional customer service. You will manage administrative tasks such as scheduling, file management, and office organization. Additionally, you will process and track orders, ensuring accurate data entry and timely fulfillment. Your role will involve coordinating between departments, supporting office operations, and maintaining a smooth workflow to enhance overall efficiency and effectiveness.

Key Responsibilities:

Front Desk Management: Greet visitors and clients, answer and manage phone calls, and handle all incoming communications with professionalism and courtesy. Maintain a tidy and organized front desk area.

Client Interaction: Serve as the first point of contact for clients, addressing inquiries, providing information, and directing them to the appropriate department or staff member. Ensure a positive and helpful experience for all visitors.

Transaction Opening: Opening of production purchase and sale contract transactions, including data entry, document preparation, and file management.

Data Entry: Accurately input data related to contracts and orders, including updating records and tracking contract status to ensure timely and precise processing.

Document Preparation: Prepare and review contract-related documents and supporting paperwork, ensuring they are complete and error-free.

File Management: Organize and maintain both digital and physical files related to contracts and transactions, ensuring secure storage and easy retrieval.

Error Minimization: Adhere to established procedures to reduce errors in contract processing, data entry, and documentation, aiming to maintain a high standard of accuracy.

Coordination: Collaborate with various departments to ensure the seamless processing of orders and contracts, promptly addressing any issues or discrepancies that arise.

Administrative Support: Assist with general administrative tasks such as coordinating closing calendars, managing correspondence, and organizing office resources to support overall operational efficiency.

Office Maintenance: Maintain a clean and organized reception area, breakroom and conference rooms.

Customer Service: Provide excellent customer service by anticipating needs, resolving issues, and delivering accurate information in a timely manner.

Qualifications:

- High school diploma or equivalent; additional education or certifications in office administration or real estate is a plus.

- Previous experience as a receptionist, data entry or administrative role, preferably in a real estate, legal, or financial services environment.

- High attention to detail and accuracy.

- Ability to handle sensitive information with discretion.

- Customer service-oriented with a positive and professional demeanor.

- Strong organizational skills with the ability to multitask and prioritize effectively.

- Excellent verbal and written communication skills.

- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with real estate or legal software.

APPLICANT MUST COMPLETE THE ACUMAX ASSESSMENT SURVEY TO BE CONSIDERED ( USE BELOW URL)

https://app.acumaxindex.com/AssessmentRequest/Create?companyId=471&folderId=6338

Benefits:

- Career growth opportunities

-Training and Development

- Health, dental, vision, short-term disability and long-term disability insurance

- Paid Holidays, Sick and Vacation time

-Paid Day off on Birthday

- 401(k) Matching program

-Profit Sharing

-Corporate Discounts

-Quarterly Company Events (optional attendance)

- Opportunities for professional development and growth

The TitleQuest Companies are committed to providing equal employment opportunity (“EEO”) and will make employment decisions without regard to race, color, religion, national origin, citizenship, age, sex, gender, sexual orientation, sexual preference, gender identity or gender expression, veteran status marital status, disability, or any other characteristic protected under applicable laws and regulations. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of disability, protected veteran status or any other characteristic protected under applicable laws and regulations.

Job Type: Full-time

Benefits:

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

Schedule:

• 8 hour shift

Application Question(s):

• Have you completed the AcuMax Survey using the link under "Job Qualifications" this is a requirement as part of your application. This is a very quick two question survey. Here is the link again - APPLICANT MUST COMPLETE THE ACUMAX ASSESSMENT SURVEY TO BE CONSIDERED ( USE BELOW URL)

https://app.acumaxindex.com/AssessmentRequest/Create?companyId=471&folderId=6338

Work Location: In person