Overview:

Are you a master at first impressions? Are you able to provide extraordinary customer service to guests and support to team members? The Birmingham Association of REALTORS® (BAR) is a 4,600 member non-profit trade association location in Birmingham, Alabama, providing advocacy to REALTORS® and protecting homeownership. The Greater Alabama Multiple Listing Service (GALMLS) is a over 6,000-subscriber for-profit technology company providing a listing platform for real estate professionals. 

The First Impression Specialist is a vital member of the team and is responsible for assuring superior customer service to all association members and successful operations of the front office. This position performs a wide variety of administrative support functions and makes certain phones are answered promptly and guests are greeted professionally, and their needs met. This person will act as the central point of contact for all association members, therefore, will play a primary role in promoting a professional image and valued reputation.

Responsibilities:

• Opens Birmingham Association of REALTORS® office at 8:00 am each morning.
• Responsible for creating a positive first impression for all visitors, members and subscribers, alike.
• Greets walk-in customers, identifies needs, and if applicable, directs to appropriate personnel.
• Monitors front desk email inbox, answers, and/or forwards to appropriate personnel.
• Manages incoming and outgoing mail. Distributes packages as needed to appropriate personnel.
• Answers phone: assists members with questions, aids in problem-solving, and addresses concerns promptly and effectively.
• Assists with new member applications when requested.
• Is fully knowledgeable of the MLS Rules and Regulations, lockbox rules and regulations, and policies of the association.
• Maintains and supports all functions of the key system.
• Assists with other duties as assigned by the Vice President of Operations or CEO
• Assists in maintaining clerical database personnel for Broker offices.
• Ensures direct supervisor is informed of any problem with the system or membership.
• Maintains general office functions including ordering supplies, fixing errors, meter reading, and tech contact.
• Maintains postage machine including ordering supplies, maintaining money on the machine, and fixing errors.
• Accommodates vendors requiring access or making deliveries (e.g., caterers, florists, etc.).
• Ensures Front Desk Manual is updated.
• Manages Realtor store (orders, inventory)
• Manages outgoing membership greeting cards.
• Other tasks as assigned.

Education & Experience

A High School diploma or an equivalent combination of education and relevant experience. A valid driver’s license.

Knowledge/Skills/Abilities

Excellent oral and written communication and interpersonal skills; Strong organizational, time management, and multi-tasking capabilities; Expected to work independently and with a team; Expected to exercise sound judgment. Strong knowledge of administrative and clerical procedures and systems.

The ability to read and interpret policies and procedures and regulatory information is required. Proficient in using Microsoft Office software, in particular, Word, Outlook, and Excel and be able to learn new software quickly and efficiently.

Working Conditions

Primary contacts are with members, management, co-workers, subscribers, and outside vendors. Work primarily in a well-lighted, well-ventilated building with moderate levels of noise. Subject to frequent interruptions and, on occasion, hostile or emotionally upset individuals. Expected to report to work on time and work the full established schedule. May work, when necessary, beyond regular working hours, on weekends, and in other positions; Drive locally on company business (including use of personal vehicle). Some travel will be expected to stay abreast of industry updates and in-person visits to various brokerages. Generally, it involves minimal risk to physical and mental health and safety. Drug test and back-ground check are required.