Qureos Mentor

Harbour Point Property Management

JOB DESCRIPTION: Development Project Front Desk AdministratorGeneral DescriptionReporting to the Executive Vice President of DEDM, the Front Desk Administrator isthe first point of contact for the company and will provide administrative support acrossthe organization. In this position the candidate will handle the flow of general publicthrough the business and ensure that all administration tasks are completed accuratelyand delivered with high quality and in a timely manner.Objective: Innovative and personable Front Desk Admin with experience in generaladministrative and clerical support function. Provide excellent customer service.Enthusiastic, Professional and pleasant. Front Desk Administrator is expected to usestrong communication and organizational skills and display maturity in their work ethic.Administrator Essential FunctionsGeneral Duties:1. Provide office support services to ensure efficiency and effectiveness within theProject OfficeMain Activities&sect; Receive, direct and relay telephone messages and email messages&sect; Direct all general public to the appropriate staff member&sect; Pick up and deliver the mailo If processing overnight deliveries: (i.e. FedEx) for Sales Associate &amp;Projects, indicate Sales Executive and project name.o Distribute all general correspondence accordingly&sect; Maintain the general filing system and file all correspondence&sect; Assist in the planning and preparation of meetings, conferences andconference telephone calls&sect; Maintain an adequate inventory of office supplies and project marketingcollateral&sect; Provide office and secretarial support&sect; Maintain tidy office appearance2. Perform clerical duties to maintain office administrationMain Activities&sect; Develop and maintain a current and accurate filing system for projectsales files&sect; Monitor the use of supplies and equipment&sect; Coordinate the repair and maintenance of office equipment3. Perform receptionist functionsMain Activities&sect; Answer all incoming calls and handle caller&rsquo;s inquiries whenever possible&sect; Re-direct calls as appropriate and take adequate messages whenrequired&sect; Greet, visitors and the public&sect; Offer snacks or food. Prepare coffee, refreshments and cocktails (ifavailable)4. Support the Sales Director, Sales Executives and other staffMain Activities&sect; Assist the Sales Director and Marketing staff as requested&sect; Provide administrative services for the Sales Director and Sales Executives&sect; Update floor schedules&sect; Keep track of registrations forms from Sales Executives and enter in CRM&sect; Walk-ins are to be registered on registration sheets and input into CRM&sect; Keep conference room schedule&sect; On a weekly basis maintain master event calendar, email and back up ondrop box&sect; Maintain monthly master project contact list&sect; Maintain daily, weekly and monthly traffic and sales reports&sect; Perform other related duties as requiredContract Administrator Essential FunctionsGeneral Duties:&sect; Assist the Director in the file creation and organization ofcontracts&sect; Audit contracts and ensure that all contract requirements are satisfiedbefore presenting purchase agreements to the developer&sect; Correspond with mortgage brokers, paralegals, and developers on dailychallenging circumstances and collaborate on providing resolutions&sect; Act as primary liaison between office, brokers, and clients for allconcerns such as contract deposits, walk-through appointments, andcommission structures and payments&sect; Responsible for converting work-up into purchase agreements aswell as collecting contract deposits&sect; In charge of alerting the escrow company of impending wires andallocation of funds, as well as providing them with copies of contracts,and buyer&rsquo;s respective W9 or W8 forms&sect; Provide respective developer with contract transmittal and sales reportsas requested&sect; Assist Executive Director of Development in specific assignments asneeded to ensure transmission with construction and development sales&sect; Coordinate property closings, and approve closing statements&sect; Act as an intermediary in negotiations between buyer and seller&sect; Provide respective developer with monthly contract transmittal and salesreports&sect; Provide office support services to ensure efficiency and effectivenesswithin the project office&sect; Perform clerical duties to maintain office administration&sect; Support the Development Team, Marketing Team, Sales Director, SalesExecutives and other staff as neededDUTIES AT WORK-UPS:&sect; Create workups in CRM once the fully executed Deal sheet isreceived and as directed by DOS&sect; Confirm Authorization from the Developer to proceed in writing&sect; Set up work-up files and paperwork for a specific transaction&sect; Follow up with the Sales Executive on any missing information in CRMo Name, Address, co-broker, legal and all notes in CRM are current&sect; Prepare contract files and paperwork (this will include condo docreceipts, floor plans, and all other necessary paperwork) includinga checklist&sect; Prepare Co-Broker registration form (if Applicable)&sect; If the document is being sent through DocuSign, make sure to include alldocuments in one file and send to all parties as directed in the Deal sheet&sect; If the buyer is present, tag each signature and initial mark as required&sect; Keep track of FedEx contracts sent out for signing&sect; Make sure to obtain all necessary documents as directed in the checklist&sect; If changes are necessary, make sure to update the work-up and repeatthe process&sect; Input signed agreement information into CRM&sect; Scan all signed documents to CRMDUTIES AT CONTRACT:&sect; Once all documents have been executed confirm the completion of thepackage to be sent to the developer for execution&sect; Convert workups to contracts in CRM once executed PSA has beenexecuted and returned by the buyer&sect; Confirm the rescission date in the CRM (enter dates inCalendar)&sect; Create a file folder with copies of all documentation forinternal use&sect; Confirm and follow up of Co-Broker registration is fullyexecuted&sect; Request co-broker invoices to submit to the developer tostart the process&sect; Follow up with the escrow agent to confirm receipt of escrow and updateit in the CRM and distribute copies to all parties&sect; Copy and Scan/Mail all executed documents to the agent, buyer, andoutside broker&sect; Update the CRM with status changes&sect; Audit the CRM buyer file to confirm notes and commentshave been updated&sect; Assist in scheduling and coordinating units&rsquo; selections foreach buyer&sect; Upload all contract documents to CRMDUTIES AT CLOSING:&sect; Coordinate client through and assist in scheduling closing dates asdictated by the developer construction team.o As to walkthroughs confirm release forms have been signed byeach attendant to ensure proper access insight&sect; Coordinate and assist the developer team in scheduling moving dates&sect; Confirm execution from buyer unit selections and plans, distribute formsto all parties involved, and file accordingly&sect; Once closing has occurred update CRM with actual dates and times&sect; Once closing statements have been received, send them to DE (Carla)and add them to the CRMFor Events:&bull; RSVP &ndash; collect emails and RSVP counts&bull; Set up &ndash; assist Sales Director, Marketing Associate &amp; caterers with any set up,assembly and preparation prior to and on day of event&bull; Parking &ndash; follow up with the parking procedure prior to and day of event&bull; Guest Sign In &ndash; collect business cards and enter into e-condo within 48hrs;under the event name and corresponding title&bull; Giveaways &ndash; assist with assembly prior to event, give out to clients/brokersduring event and take count of all inventories left over after event&bull; Hours may vary during events and/or special occasionsQualifications&bull; College graduate: experience in front desk administration and accounting ispreferred&bull; Skilled in Microsoft applications including Word, Excel, PowerPoint and Outlook.&bull; Luxury Hospitality Front Desk/Receptionist background is preferred&bull; Leadership and motivation skills.&bull; Customer service attitude. Problem solving and &ldquo;get it done&rdquo; attitude.&bull; Excellent communication and organizational skillsJob Type: Full-timePay: Up to $80,000.00 per yearWork Location: In person

Front Desk/Contract Administrator

Join Harbour Point Property Management and explore 1   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

Harbour Point Property Management

ABOUT_COMPANY

Front Desk/Contract Administrator