RECEPTIONIST

POSITION OVERVIEW

This position requires working every weekend and some Holidays.

The Sales Receptionist provides administrative and clerical support to the Office Manager and Real Estate Associates, while assisting with client communication, scheduling, and office operations, ensures smooth coordination between Sales Associates, Privacy staff, and homeowners for property showings, while maintaining professionalism, organization, and confidentiality in all aspects of the role.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Perform general office and clerical support tasks.
• Answer telephone calls and provide receptionist services.
• Monitor and proof the Multiple Listing Service (MLS) 2–3 times weekly for updates.
• Maintain organization of office spaces, including storage room, kitchen, and copy room.
• Order office supplies and maintain inventory.
• Prepare conference rooms for meetings.
• Update reports, including Arm/Unarm, Staging, and Staging Instructions.
• Maintain detailed daily records of homes visited and secured by Privacy staff.
• Respond to inquiries from staff, clients, and the public with tact, discretion, and professionalism.
• Exhibit positive, cooperative behavior with team members and clients; follow written and oral instructions.
• Operate common business equipment and technology.
• Receive deliveries (FedEx, Amazon, etc.) and distribute appropriately.
• Shop for groceries for employee meals weekly.
• Collect mail, checks, and documents from other departments.
• Maintain petty cash, including logging vouchers and receipts.
• Enter data for accounts payable and petty cash.
• Contact homeowners to schedule property showings.
• Assist with special projects as assigned.
• Teamwork – Promote teamwork and cooperation among co-workers.
• Safety – Follow safe work practices and complete required safety training.

Qualifications

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be provided for individuals with disabilities.

Education and/or Experience

• High School Diploma and or GED Certificate.
• Some experience with Microsoft Outlook, Word and Excel.
• Familiarity with FLEX MLS a plus.

Required Technical / Other Skills and Abilities

• Ability to multi-task and prioritize effectively.
• Strong organizational and clerical skills.
• Proficiency with computer systems and business software.
• Ability to anticipate the needs of managers and Sales Associates with a sense of urgency.
• Ability to remain professional in high-pressure situations.
• Knowledge of and ability to perform role in emergency situations.

Required Licenses/Certifications

• None Required.

PHYSICAL DEMANDS

The physical demands described on the attached “Physical Demands of Position” chart are representative of those required to perform this job successfully. Reasonable accommodation may be provided for individuals with disabilities. (See attached chart.)

CONFIDENTIAL INFORMATION

This position has access to confidential information, including client personal data.

COMPANY FUNDS

This position has access to petty cash.

 

When completing this form, look at the job from a typical/average workday perspective. 

Percentage Time Designation

PHYSICAL ACTIVITY

Rarely

<1%

Occasionally 1-33%

Frequently 34-66%

Continuously 67-100%

Stand

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Walk

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Sit

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Use hands to finger, handle or feel

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Reach with hands and arms over shoulder

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Reach with hand and arms over head

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Climb or balance

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Stoop, kneel, crouch, or crawl

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Talk or hear

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Taste or smell

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i.e., Position requires standing 1/3 of the time.

Does this job require that weight be lifted or force be exerted?  If so, how much and how often?

Percentage Time Designation

WEIGHT

Rarely

 <1%

Occasionally 1-33%

Frequently 34%-66%

Continuously 67%-100%

Up to 10 pounds

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Up to 25 pounds

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Up to 50 pounds

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Up to 100 pounds

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More than 100 pounds

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i.e., Position requires lifting 1/3 of the time up to 10 pounds.

Does this job have any special vision requirements?  Check all that apply.

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Close Vision (clear vision at 20 inches or less)

 

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Distance vision (clear vision at 20 feet or more)

 

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Color vision (ability to identify and distinguish colors)

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Peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point)

 

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Depth perception (three-dimensional vision, ability to judge distances and spatial relationships)

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Ability to adjust focus (ability to adjust the eye to bring an object into sharp focus)

 

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No special vision requirements

 

List specific job duties that require the physical demands selected above:

Reaching, bending, and lifting supplies and packages (up to 40 pounds).

Standing and walking to retrieve deliveries and documents.

Prolonged sitting for data entry, phone calls, and clerical tasks.