Front Desk/Contract Administrator

JOB DESCRIPTION: Development Project Front Desk Administrator

General Description

Reporting to the Executive Vice President of DEDM, the Front Desk Administrator is

the first point of contact for the company and will provide administrative support across

the organization. In this position the candidate will handle the flow of general public

through the business and ensure that all administration tasks are completed accurately

and delivered with high quality and in a timely manner.

Objective: Innovative and personable Front Desk Admin with experience in general

administrative and clerical support function. Provide excellent customer service.

Enthusiastic, Professional and pleasant. Front Desk Administrator is expected to use

strong communication and organizational skills and display maturity in their work ethic.

Administrator Essential Functions

General Duties:

1. Provide office support services to ensure efficiency and effectiveness within the

Project Office

Main Activities

§ Receive, direct and relay telephone messages and email messages

§ Direct all general public to the appropriate staff member

§ Pick up and deliver the mail

o If processing overnight deliveries: (i.e. FedEx) for Sales Associate &

Projects, indicate Sales Executive and project name.

o Distribute all general correspondence accordingly

§ Maintain the general filing system and file all correspondence

§ Assist in the planning and preparation of meetings, conferences and

conference telephone calls

§ Maintain an adequate inventory of office supplies and project marketing

collateral

§ Provide office and secretarial support

§ Maintain tidy office appearance

2. Perform clerical duties to maintain office administration

Main Activities

§ Develop and maintain a current and accurate filing system for project

sales files

§ Monitor the use of supplies and equipment

§ Coordinate the repair and maintenance of office equipment

3. Perform receptionist functions

Main Activities

§ Answer all incoming calls and handle caller’s inquiries whenever possible

§ Re-direct calls as appropriate and take adequate messages when

required

§ Greet, visitors and the public

§ Offer snacks or food. Prepare coffee, refreshments and cocktails (if

available)

4. Support the Sales Director, Sales Executives and other staff

Main Activities

§ Assist the Sales Director and Marketing staff as requested

§ Provide administrative services for the Sales Director and Sales Executives

§ Update floor schedules

§ Keep track of registrations forms from Sales Executives and enter in CRM

§ Walk-ins are to be registered on registration sheets and input into CRM

§ Keep conference room schedule

§ On a weekly basis maintain master event calendar, email and back up on

drop box

§ Maintain monthly master project contact list

§ Maintain daily, weekly and monthly traffic and sales reports

§ Perform other related duties as required

Contract Administrator Essential Functions

General Duties:

§ Assist the Director in the file creation and organization of

contracts

§ Audit contracts and ensure that all contract requirements are satisfied

before presenting purchase agreements to the developer

§ Correspond with mortgage brokers, paralegals, and developers on daily

challenging circumstances and collaborate on providing resolutions

§ Act as primary liaison between office, brokers, and clients for all

concerns such as contract deposits, walk-through appointments, and

commission structures and payments

§ Responsible for converting work-up into purchase agreements as

well as collecting contract deposits

§ In charge of alerting the escrow company of impending wires and

allocation of funds, as well as providing them with copies of contracts,

and buyer’s respective W9 or W8 forms

§ Provide respective developer with contract transmittal and sales reports

as requested

§ Assist Executive Director of Development in specific assignments as

needed to ensure transmission with construction and development sales

§ Coordinate property closings, and approve closing statements

§ Act as an intermediary in negotiations between buyer and seller

§ Provide respective developer with monthly contract transmittal and sales

reports

§ Provide office support services to ensure efficiency and effectiveness

within the project office

§ Perform clerical duties to maintain office administration

§ Support the Development Team, Marketing Team, Sales Director, Sales

Executives and other staff as needed

DUTIES AT WORK-UPS:

§ Create workups in CRM once the fully executed Deal sheet is

received and as directed by DOS

§ Confirm Authorization from the Developer to proceed in writing

§ Set up work-up files and paperwork for a specific transaction

§ Follow up with the Sales Executive on any missing information in CRM

o Name, Address, co-broker, legal and all notes in CRM are current

§ Prepare contract files and paperwork (this will include condo doc

receipts, floor plans, and all other necessary paperwork) including

a checklist

§ Prepare Co-Broker registration form (if Applicable)

§ If the document is being sent through DocuSign, make sure to include all

documents in one file and send to all parties as directed in the Deal sheet

§ If the buyer is present, tag each signature and initial mark as required

§ Keep track of FedEx contracts sent out for signing

§ Make sure to obtain all necessary documents as directed in the checklist

§ If changes are necessary, make sure to update the work-up and repeat

the process

§ Input signed agreement information into CRM

§ Scan all signed documents to CRM

DUTIES AT CONTRACT:

§ Once all documents have been executed confirm the completion of the

package to be sent to the developer for execution

§ Convert workups to contracts in CRM once executed PSA has been

executed and returned by the buyer

§ Confirm the rescission date in the CRM (enter dates in

Calendar)

§ Create a file folder with copies of all documentation for

internal use

§ Confirm and follow up of Co-Broker registration is fully

executed

§ Request co-broker invoices to submit to the developer to

start the process

§ Follow up with the escrow agent to confirm receipt of escrow and update

it in the CRM and distribute copies to all parties

§ Copy and Scan/Mail all executed documents to the agent, buyer, and

outside broker

§ Update the CRM with status changes

§ Audit the CRM buyer file to confirm notes and comments

have been updated

§ Assist in scheduling and coordinating units’ selections for

each buyer

§ Upload all contract documents to CRM

DUTIES AT CLOSING:

§ Coordinate client through and assist in scheduling closing dates as

dictated by the developer construction team.

o As to walkthroughs confirm release forms have been signed by

each attendant to ensure proper access insight

§ Coordinate and assist the developer team in scheduling moving dates

§ Confirm execution from buyer unit selections and plans, distribute forms

to all parties involved, and file accordingly

§ Once closing has occurred update CRM with actual dates and times

§ Once closing statements have been received, send them to DE (Carla)

and add them to the CRM

For Events:

• RSVP – collect emails and RSVP counts

• Set up – assist Sales Director, Marketing Associate & caterers with any set up,

assembly and preparation prior to and on day of event

• Parking – follow up with the parking procedure prior to and day of event

• Guest Sign In – collect business cards and enter into e-condo within 48hrs;

under the event name and corresponding title

• Giveaways – assist with assembly prior to event, give out to clients/brokers

during event and take count of all inventories left over after event

• Hours may vary during events and/or special occasions

Qualifications

• College graduate: experience in front desk administration and accounting is

preferred

• Skilled in Microsoft applications including Word, Excel, PowerPoint and Outlook.

• Luxury Hospitality Front Desk/Receptionist background is preferred

• Leadership and motivation skills.

• Customer service attitude. Problem solving and “get it done” attitude.

• Excellent communication and organizational skills

Job Type: Full-time

Pay: Up to $80,000.00 per year

Work Location: In person