POSITION DESCRIPTION
PRIMARY RESPONSIBILITY: Support the Sales Team in facilitating sales and managing prospective clients. Efficiently manage the basic office matters through diverse duties resulting in operational effectiveness. Support and help develop a cohesive team of colleagues working towards individual and team success. Understand that often we only have one opportunity to make a positive first impression. Appreciate the importance of that responsibility and its potential impact on sales success. Provide concierge service to our clients, trade partners and your colleagues at all times. Always maintain London Bay’s Core Values of Quality, Teamwork, Respect, Commitment, and Integrity in all actions.
Administrative and Sales Support
•Duties will vary greatly and may include support activities to other departments. (Construction, Office Manager, Customer Service, Acquisitions, Marketing)
•Proficiency with all software and equipment. Able to assist others, troubleshoot, and/or coordinate resolution to issues.
•Provide all team members support in a timely and highly accurate manner.
•Task may include, but are not limited to: Prospective client and realtor co-broker registration, Data entry into HubSpot, Follow established sales executive rotation protocol, Ensure that Co-Broker forms are fully executed and completed properly. File electronically in HubSpot and in the filing cabinet. Review registrations monthly and advise sales executives of upcoming expirations, Filing by traditional and electronic methods as needed, Maintain and organize marketing materials inventory for sales team and Model Ambassadors, Support event coordination, gather marketing materials, and track attendees as instructed by event leader, Direct warranty calls to London Bay Customer Relations Manager, Type up and distribute monthly work schedule calendar for front desk, Communicate and delegate task to part-time Front Desk Administrator.
Reception and Hospitality
•Coordinate coverage so that front desk is not empty to visitors and phones are answered at all times.
•Follow guidelines for phone etiquette, handling calls and messages.
•Pleasantly greet all visitors to the Sales Center. Ensure that prospects/clients do not wait for attendees.
•Offer refreshments to visitors. Set up refreshments for conferences.
•Ensure refreshments and snack areas are clean and fully stocked at all times.
•Maintain a supportive, friendly, and positive attitude when working with team members.
•Develop a friendly, yet professional, rapport with prospects/clients.
Purchasing & Supplies
•Ensure that the office is adequately stocked at all times with the materials needed for smooth operations.
•Prepares office supply orders using vendors as defined by Director of Sales.
•Organize and put away supplies. Maintain inventory of office supplies and copier supplies.
Facilities
•Opens and closes office to public.
•Responsible for the appearance, fragrance and condition of all public areas – inside and outside. Follow established protocols for morning, mid-day, and evening task.
•Refill copiers as needed.
•Proficient with the set-up of TV’s, audio / visual technology and lighting needed for the showroom.
•Run and unload dishwasher in Kitchen as needed. At least every other day.
•Maintain weekly maintenance report for Sales Center and community model homes. Forward to Customer Service Manager every Sunday.
•Ensure that all storage areas within the building are organized and tidy.
Other related duties as requested and assigned.
Hours: This position is Full-Time; Adhere to the sales office schedule 10-6 and may include weekends and some holidays
NOTE: These statements are intended to describe the general nature and level of work involved for this job. It is not an exhaustive list of all responsibilities, duties and skills required of this job.
