Administrative Secretary / Receptionist at DreamCity Properties

Job Description

• Greet and assist visitors and clients: A warm smile and a welcoming demeanor create a positive first impression.
• Guide clients and visitors to the appropriate departments or agents.
• Provide information about available properties and services offered.
• Answer and direct phone calls: handle a busy phone sysyem,ensuring calls are directed promptly and efficiently.
• Serve as a knowledgeable resource for inquiries regarding property listings, appointments, and general information.
• Employ excellent phone etiquette to leave callers with a favorable impression.
• Schedule appointments and manage calendars: Maintain a well-organized schedule for real estate agents, ensuring no double bookings occur.
• Coordinate appointments between clients, agents, and other relevant parties.
• Use calendar management tools to optimize time management and efficiency.
• Handle incoming and outgoing correspondence: Sort and distribute mail, packages, and faxes to the appropriate recipients.
• Draft and send professional emails on behalf of the office
• Maintain an organized filing system for physical and digital documents.
• Maintain office cleanliness and organization: Ensure the reception area and common spaces are tidy and presentable.
• Arrange for the maintenance of office equipment, such as printers and copiers. Manage inventory of office supplies and place orders as needed.
• Assist with administrative tasks: Provide administrative support to real estate agents and staff, such as preparing documents, reports, and presentations.
• Conduct research and gather information as requested.
• Collaborate with other administrative personnel to streamline office operations.
• Support real estate agents and staff: Act as a reliable resource for agents, offering assistance with various tasks.
• Coordinate open houses and property showings, ensuring all necessary arrangements are made.
• Collaborate with marketing teams to create and distribute promotional materials.
• Utilize technology and office tools effectively: Proficiently navigate real estate software, customer relationship management (CRM) systems, and office productivity tools.
• Stay up to date with technological advancements and industry-specific software.
• Troubleshoot minor technical issues or escalate them to the appropriate IT personnel.

Education, Experience and Skills

• B.Sc. B.A or HND in relevant field
• A minimum of 3 years experience required
• Excellent communication and interpersonal skills to greet and assist clients in a professional and friendly manner.
• Ability to handle a high volume of calls, emails, and inquiries while maintaining composure and attention to detail.
• Proficient in Microsoft Office and other relevant software for scheduling appointments and maintaining accurate records.
• Strong organizational and multitasking skills to manage administrative tasks such as filing, data entry, and inventory management.
• Knowledge of real estate industry terminology and procedures to provide accurate information to clients and colleagues.