Greet guests in a professional, welcoming and friendly manner.
All prospect guests must be registered using the company-s guest registration forms unless prior registration has been completed within the last 90 days. Check to confirm if guest has previously registered in both Sales Force and FAST Sales
Determine which sales associate is -up- according to strict rotation of Sales Associates on active duty for the given day and maintains the -Up System- to implement the rotation and corresponding registration policies. If there is doubt, please contact Sales manager via text, email or phone call.
Professionally answers all incoming calls and take messages. Ask for name and contact number before transferring the call to Sales Associates
Prepares sales brochures and floor plan packets. Coordinates with marketing department to ensure ample supply of brochures are on hand for customer packets as well as port folios for customer contracts
Keep log sheet for all walk-ins, appointments, return customers (be-backs), re-sale and property management visitors/guests. Each morning, checks with the Sales Team to determine if any appointments have been set or if they are expecting anyone (obtain names of anticipated guests)
Maintain a log sheet of the company vehicle, driver out, driver in, purpose.
All Sales Associates must advise the receptionist where they are going and who they are meeting before leaving the sales office, no exceptions
Inspect what the cleaning crew have done twice a week and if anything needs additional attention, please bring it up and leave a note for the cleaning staff
Issue -Resident Reward- certificates based on contracts. It must be inputted in Fast Sales and Sales Force with certificate number notated
Maintain the orderliness and appearance of sales office, main sales arena, conference rooms, kitchen and restrooms. Make sure restrooms are properly stocked with toilet paper, soap and hand towels. After use of the conference room, make sure the table is wiped cleaned and chairs are returned to proper place(s) and any food/drink items are discarded. Keep kitchen orderly and make sure refrigerator is cleared of food items from week to week (left over food items should be taken home or consumed weekly). Keep refrigerator stocked with cold water. Keep kitchen door closed
Make sure sales office has sodas, cookies, coffee and water for prospects every day. Fresh cookies should be made in small amounts (no more than 6) so there is a fresh baked cookie scent in our sales office
Make sure there are area magazines, newsletters and testimonial book on the coffee table that guests could go through while they are waiting
Have ample supply of pre-made packets for customers and ensure there is fresh collateral in files per area weekly (Friday-s) and match current pricing as shown on website with FAST Sales.
Update and readily have covenants and restrictions for sales team for contracts. Have a minimum of 5 HOA books made per area at all times
Make sure the tables are dusted every week
Performs routine but varied clerical work duties which include responsibilities such as sending and receiving facsimiles, and/or overnight mail, scanning documents, posting U.S. mail and other related duties, assisting Sales Associates, property management department and the re-sale department with general clerical duties
Responsible to order necessary office supplies as needed as well as report any maintenance issues to Corporate Office Manager
EDUCATION AND WORK EXPERIENCE
High School Diploma or equivalent required
Minimum six months Reception experience and/or performing clerical and typing tasks or an equivalent combination of education and experience
PHYSICAL AND MENTAL REQUIREMENTS
Excellent phone etiquette and verbal communication skills; able to meet and deal with the public in a pleasant and efficient manner
Knowledge of office methods and procedures
Ability to perform basic receptionist/clerical tasks
Ability to operate office equipment, e.g., personal computer, facsimile machine, copier, scanner postage meter
Proficient in Microsoft Office programs