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Receptionist and Administrative Assistant

Posted:September 22, 2021 (posted 27 days ago)View All Jobs
Industry:Construction/Home Services
Location:Punta Gorda, FL (Charlotte County)
Company:Five Star Realty
1203 W Marion Ave
Punta Gorda, FL 33950


Job Title: Receptionist and Administrative Assistant Category: Support Staff Reports to: Director of Marketing and Operations Job Function: The Receptionist/Administrative Assistant is charged with a responsibility that has a lasting impact on the success of an organization. This position is often the first representative a visitor encounters and making a great first impression is imperative. A courteous, professional, patient, and helpful attitude is essential. Main responsibilities are: answer the telephone, route calls, take accurate messages greet visitors, respond to inquiries from the public and provide information about the organization maintain a professional office environment assist in inputting and maintaining listings and contracts, generating correspondence to clients other duties may include a variety of miscellaneous duties to assist and support Realtors in their real estate transactions, as delegated by supervisor. Job Responsibilities: Duties: Answer phones for office & agents, route calls, take accurate, legible phone messages, page messages Greet visitors/clients/agents Keep accurate office lists (phone, birthday, etc.) Data entry of listings & contracts in MLS, Lucero & database (see checklists) Set up agent showings on active listings – (check for pending status) complete showing notices (sign out key, if applicable) Generate correspondence to clients, often by mail merge through a database Create sales flyers and rental flyers as needed Lead management – check website leads and assign leads as necessary Scanning and filing of real estate and rental documents Meter mail to appropriate agent and office accounts / sort incoming mail daily - add postage as needed Check faxes throughout the day, distributing & paging agents with any offers or urgent faxes Keep inventory of materials in welcome center Check office inventory weekly (basic supplies/copy paper/copier toners, etc.) Manage reservations for company truck and Matterport camera Generate monthly floor schedule for agents Maintain neat, welcoming appearance of reception area, copy room, conference rooms and kitchen Start of Day Routine: Check the overnight drop box Place signs around exterior of building Open/unlock all doors and fire doors Feed the fish per schedule Water all plants per schedule Distribute faxes / page agents with any contracts or urgent faxes that are received Fill fax machines & copiers with paper Check for overall office neatness Set up daily “up” sheet for floor ups/phone ups - keep in documentation binder 8:00 am - Roll phones from answering service End of Day Routine: Roll phones to answering service with the “on-call” agent for the night. Put away exterior signs Tidy all conference rooms and lobby Clean and turn off coffee maker, tidy and wipe kitchen, restock any supplies, empty trash Take mail to the post office 4:45 pm before 5:00 pickup Duties Performed at Irregular Intervals: Assist with maintaining inventory of stationary, envelopes, plat maps (extra stock upstairs), marketing materials and materials in welcome center Assist with special projects as needed Assist in covering responsibilities for staff who are out of the office due to illness, vacation or special circumstances Equipment & Software worked with on a regular basis: Computers, printers, copiers, fax, calculator, office telephones; Knowledge of: E-mail – Internet, Word Processing Word/Works, basics of Access, Excel, Publisher. Company programs: MLS, Lucero. Note: This is not necessarily an exhaustive list of responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this list is intended to be an accurate reflection of the current position, the company reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change (i.e., emergencies, changes in personnel, workload, rush jobs or technical developments).


Qualifications: The successful candidate must be able to handle a multi line phone system with sophisticated customer service skills. Administrative work is involved and strong organizational skills are expected. A friendly attitude combined with a professional demeanor is essential, and patience to deal professionally with clients and associates. Basic computer skills, knowledge of Microsoft Office and the MLS are required, and extensive computer skills a plus.

To Apply:

If you are interested in applying for this resume, you can send your resume directly to or apply online at indeed:,-Inc./jobs/Receptionist-Administrative-Assistant-47f1f6c9f2995454?fccid=d7d62c6c668047ca&vjs=3

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