Are you a master multitasker who thrives in a fast-paced environment? We are looking for a sharp, tech-savvy, and adaptable Dual-Office Executive Assistant & Hospitality Coordinator to manage front-of-house operations for two distinct brands: Coldwell Banker All Stars and The Duff Green Mansion Family of Luxury Guest Homes.
In this role, you will be the central hub of our daily operations—handling high-volume phone calls across multiple lines, managing property reservations, assisting real estate prospects, and keeping executive schedules on track. If you are a self-starter who loves variety, excels at customer service, and stays calm under pressure, we want to hear from you!
Key Responsibilities
Administrative & Phone Management
- Answer, screen, and route incoming calls accurately for multiple business entities (Coldwell Banker All Stars, luxury guest homes, and executive lines) with a polished, professional greeting.
- Maintain a comprehensive, permanent call log and actively manage callback schedules for both office leadership and yourself.
- Greet office walk-ins, manage incoming mail/documents, scan and route time-sensitive paperwork to real estate agents via text/email.
- Maintain office flow and minimize non-essential distractions to keep daily operations running smoothly.
Hospitality & Reservation Management
- Master and manage property reservation platforms (ThinkReservations, Booking.com, Expedia Partner Central, and Airbnb).
- Process bookings, cancellations, changes, and guest notes promptly; maintain frequent message checks on OTA platforms throughout the day.
- Process guest payments within a 3-day window, address declined charges directly with guests, and reconcile payout statements with our bookkeeping system.
- Quickly respond to event inquiries for historic/luxury guest properties by sending datasheets and tracking follow-ups.
Real Estate & Financial Support
- Utilize the Navica MLS system to answer public inquiries and pull property information.
- Engage prospects conversationally to qualify and "scrub" leads for both businesses, routing data accurately via Google Drive.
- Handle basic financial transactions for the real estate office, including accepting payments, preparing bank deposit slips, making physical deposits, and transmitting receipts to the bookkeeper.
Executive & Event Assistance
- Provide direct support to executive leadership on special projects, daily task prioritization, and event planning as needed.
Qualifications & Requirements
- Proven Multitasker: Ability to seamlessly switch gears between real estate administration and hospitality management.
- Exceptional Communication: Outstanding phone etiquette, conversational sales skills, and strong written communication.
- Tech-Savvy: Comfortable navigating Google Drive, property management software, MLS databases, and online travel agency (OTA) portals.
- Financial Aptitude: Detail-oriented with basic math and record-keeping skills for payment processing and deposit reconciliation.
- Resourceful Problem-Solver: Self-motivated learner who asks smart questions, prioritizes effectively, and takes initiative during downtime.
- Reliability: High attention to detail regarding phone forwarding protocols, call logs, and document routing.
Schedule & Daily Flow
- Opening/closing duties including setting up phone routing, verifying equipment charges, checking emails/messages across platforms, reconciling daily payouts, and completing scheduled callbacks.