Resales Support Coordinator

The Resales Support Coordinator is responsible for working cross-functionally with Resales and other departments to support department initiatives. This position is also includes performing administrative and office support activities for multiple supervisors to include fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing. This position will also act as back up to the Resales Concierge delivering an incredibly education and exciting “World” class community experience for all current and future guests. The position will also be trained to back up the administrative team.

Essential Duties and Responsibilities

The following statements describe the principal functions of this position and the scope of responsibility but should not be considered an all-inclusive listing of work requirements.  Individuals may be expected to perform other duties as assigned, including working in other areas to cover absences or balance the workload.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Support the leadership team in the daily operations of the Resales office
• Responsible for ordering and maintaining marketing collateral, office supplies, stocking beverage station and kitchen, etc. including pickup and delivery as needed
• Responsible for preparing and submitting marketing request forms for resales and following up to ensure everything requested is received
• Assists with developing, organizing, and executing special events
• Promotes a positive team culture by assisting in the planning and implementation of resales initiatives including contests, employee appreciation, team builders and motivation
• Assists with inputting listing information into MLS and marketing websites and updates as needed
• Oversees all aspects of seller transactions from initial contact to execute purchase agreement
• Manages the client database and transaction management systems
• Submits all necessary documentation to office broker for file compliance
• May assist in scheduling meetings, coordinating department schedules, and troubleshooting to resolve office needs and issues that arise
• Cultivates relationships with key coworkers to ensure high customer satisfaction internally and externally through building processes and streamlining for efficiencies
• Coordinates the preparation of all listing open house flyers, graphics, signage, social media posts and all other marketing materials
• Coordinates all inbound leads from applicable websites
• Prepares flyers and promotional information for approval by licensee and the supervising broker
• Takes photos of listing properties
• Installs and/or removes lock boxes from listed homes
• Schedules floor duty shifts for Sales staff
• Composes, types, and distributes meeting notes, routine correspondence, and reports
• Informs and reports any incident or accident to the leadership.
• Prepares reports, memos, and documents and sends outgoing memos, emails, meeting notices and set agendas
• Forwards incoming general e-mails to the appropriate staff member
• Backs-up electronic files, hard files using proper procedures
• Provides administrative support to management and other staff
• Maintains a clean and orderly work environment
• Behaves Ethically: Understands ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the organization
• Builds Relationships: Establishes and maintains positive working relationships with others both internally and externally to achieve the goals of the organization
• Communicates Effectively: Speaks, listens and writes in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
• Focuses on Client Needs: Anticipates, understands, and responds to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters
• Fosters Teamwork: Works cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
• Makes Decisions: Assesses situations to determine the importance, urgency and risks, and makes clear decisions which are timely and in the best interests of the organization
• Organization: Sets priorities, develops a work schedule, monitors progress towards goals, and tracks details/data/information/activities
• Plans: Determines strategies to move the organization forward, sets goals, creates and implements actions plans, and evaluates the process and results
• Solves Problems: Assesses problem situations to identify causes, gathers and processes relevant information, generates possible solutions, and makes recommendations and/or resolves the problem
• Performs all duties in adherence to OTOW standards
• Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices
• Maintains a positive and professional demeanor toward all residents, visitors and co-workers
• Performs other duties as assigned

Education and Experience:

• High School Diploma or equivalent required, associate’s degree preferred
• Receptionist experience in a related industry preferred
• Real Estate experience preferred but not required

Skills and Knowledge:

• Must be able to read, write and understand English and have strong verbal and written business communication skills
• Computer skills, including Microsoft Office and internet research abilities, required
• Customer service and service recovery skills
• Ability to exhibit professionalism, including punctuality and attendance, at all times
• Must have a high attention to detail, be well organized, have the ability to multi-task, prioritize and plan to accomplish tasks and thorough follow through cross-functionally
• Must be reliable, show initiative, and be able to efficiently to meet deadlines
• Ability to review an organization's procedures and find ways to improve efficiency

Personal Attributes:

• Strong interpersonal skills
• Ability to communicate and manage well at all levels of the organization
• Honesty and integrity
• Team builder and team player
• Emotionally intelligent
• Self-motivated and reliable
• Strong work ethic
• Commitment to diversity, equity and inclusion