Description

Founded in 1987, Penn-Florida Companies is a respected owner and full-service developer of luxury, high-profile real estate. With its headquarters located in Boca Raton, Penn-Florida specializes in creating ultra-luxury, one-of-a-kind residential and commercial projects throughout the state. 

Penn Florida Companies looking to hire an Administrative Receptionist for our Sales Gallery who conveys a professional first impression and outstanding hospitality. 

As the initial point of contact for prospective buyers, real estate agents and visitors, this position is responsible for providing a positive first impression by displaying professionalism, friendliness, and outstanding service.

This role is responsible for demonstrating genuine hospitality by welcoming, creating rapport and delivering a consistent exceptional experience, while managing phones, administrative tasks, and visitors, in an upscale setting.

Full-time-time position – schedule Monday through Thursday 9:45am-5pm, and Sunday 11:45am-5pm (Friday and Saturday-days off) 

Penn-Florida offers competitive pay commensurate with experience and qualifications, comprehensive benefits including paid time off, medical, dental, vison, short term disability, life insurance, and a 401(k) plan with employer match. 

Equal Employment Opportunity Employer

Responsibilities include, but are not limited to the following:

• Open and close of the sales gallery 
• Administer all activities of the front desk and reception area, ensure visitors are properly greeted, welcomed, and assisted
• Manage incoming and outgoing phone calls and email, properly route calls and follow-up on messages
• Organize all conference rooms after meetings, ensure the cleanliness of the gallery
• Retrieve and distribute mail and handle all shipping activities
• Register new clients and real estate agents
• Keep track of sales agent’s schedules 
• Prepare deal sheets for sales agents 
• Assist in client presentations by providing printed floor plans, organize/distribute visitor gifts and packets, greet and assist guests, and interact with customers
• Organize master calendar and send calendar invitations to internal sales staff
• Communicate with buyers, sales agents, and development teams to schedule construction (hard-hat) tours 
• Update/print sales traffic reports on a weekly basis 
• Continuously update CRM system (e-condo systems) 
• Attend weekly sales meetings – take notes when requested 
• Prepare daily, weekly, monthly sales reports and create new reports as needed
• Update sales inventory grid/sheet and distribute to sales team 
• Update email templates and Dropbox files
• Print and organize contracts 
• Schedule, perform, and complete multiple assignments under strict time deadlines
• Provide computer-related technical assistance to other office personnel (specifically Apple products i.e., Mac, iPhone, iPad, Apple TV), communicate with IT team to solve any advanced technical issues 
• Maintain and update administration binder
• Order and maintain office supplies 
• Assist Marketing, Development, and Golf Club departments as needed
•  Preform other administrative tasks as needed and/or directed

Requirements

• Must exhibit a professional poised demeanor and maintain exceptional grooming standards to reflect the positive image of the company and the sales gallery
• Demonstrate an enthusiastic and confident mindset
• Must have strong organizational skills, excellent time management, ability to multitask and prioritize work
• Problem solving ability, capable to resolve issues that may arise 
• Communicate with co-workers, management, and the general public in a courteous and professional manner
• Ability to interact professionally, maintain effective working relationships, and collaborate with others across the organization
• Excellent phone, computer, and technical skills – knowledge of Apple products a plus
• Proficiency with Excel and Outlook a must
• Expert verbal and written communication skills 
• Must have exceptional customer service and interpersonal skills
• Two years’ experience working in an administrative/reception role in an upscale environment
• Completed and/or in process of pursuing a degree from an accredited institution