Front Desk Receptionist / Office Manager

About Us: Balli Group is a boutique, vertically integrated design-build firm located in Miami. We specialize in creating high-end residential residences, blending innovative design with impeccable construction. Our team of dedicated professionals is committed to delivering excellence in every project, ensuring the highest standards of quality and client satisfaction.

Job Description: We are looking for a highly organized and dependable Front Desk Receptionist / Office Manager to support the daily operations of our office. This role requires someone who can take initiative, solve problems effectively, and maintain a professional and welcoming environment for clients, visitors, and staff. The ideal candidate will be comfortable handling a wide range of responsibilities, including front desk management, scheduling, correspondence, office coordination, and general administrative support. In addition to overseeing office functions, this person will assist with real estate team operations by helping prepare contracts and related documents, coordinating with outside vendors and professionals, managing property-related information, and keeping timelines, records, and communications organized. This is a great opportunity for someone who is detail-oriented, adaptable, and able to keep multiple moving parts running efficiently.

Key Responsibilities:

• Open and close the office premises
• Answer and direct incoming phone calls
• Greet customers and visitors upon arrival and provide assistance
• Set and coordinate on-site and off-site meetings
• Plan meetings, prepare agendas, confirm attendance, and record detailed minutes
• Order and manage office supplies, including researching new deals and suppliers
• Write and distribute emails, correspondence, memos, letters, faxes, and forms
• Assist in the preparation of regularly scheduled reports
• Coordinate with print shops, permit expeditors, engineers, and other vendors
• Follow up with engineers on projects
• Develop and maintain a comprehensive filing system across company records
• Provide general administrative support to team members as needed
• Manage scheduling and time-sensitive office tasks

Real Estate Team Support:

• Draft contracts and prepare related documentation
• Create and update marketing materials for property listings
• Coordinate with third-party vendors, including photographers, stagers, and inspectors
• Organize and help manage real estate events such as open houses and client mixers
• Manage property listings on MLS and other platforms
• Schedule showings and coordinate with agents, buyers, and sellers
• Prepare disclosures, addendums, and closing documents
• Track transaction timelines and ensure paperwork is submitted on time
• Communicate with title companies, lenders, and attorneys as needed
• Conduct market research and compile data on comparable properties
• Maintain and update CRM systems with client and property information
• Assist with social media scheduling and promotional campaigns
• Monitor compliance with brokerage and legal standards

Skills and Qualifications:

• Strong ability to take initiative and problem-solve effectively
• Excellent organizational and planning skills in a fast-paced environment
• Knowledge of office administration responsibilities, systems, and procedures
• Proficiency in Microsoft Office, especially Excel, as well as CRM systems, DocuSign, and Google Drive
• Hands-on experience with office equipment and technology, including PCs, iPhones, and printers
• Strong time management skills with the ability to multitask and prioritize effectively
• High attention to detail
• Excellent written and verbal communication skills
• Ability to work independently while also supporting a team

• Monday through Friday
• 8:00 AM to 5:00 PM
• 1-hour lunch break provided