Executive Office Receptionist

Do you have a passion for helping others and love putting a smile on people's faces? Then you might be a great fit as our full-time Director of First Impressions! The ideal candidate will be passionate about helping others, be organized & detail-oriented, have a heart for servant leadership and maintain a positive attitude. The full-time Director oversees the part-time directors.

This person is responsible for the appearance of the office's common areas. They will ensure all common areas are neat and prepared for business. As the first point of contact for anyone entering the office, the ideal candidate will welcome everyone with a smile and genuine sense of warmth. This person understands that our real estate agents and their clients deserve exceptional service from everyone. We put our agents first and this role directly supports our agents in a big way!

The individual in this role will also assist in the management of the office by providing support and feedback on all matters affecting the productivity and operation of the office. They will communicate collaboratively with the Leadership Team, which includes the Team Leader, Market Center Administrator (MCA; aka. chief financial director), the Broker and the Agent Services Coordinator. The person in this role directly reports to the MCA.

$40,000 - $45,000

This list is not meant to be all inclusive but provides a general overview of the day-to-day responsibilities:

• Answer and route phone calls properly with warmth and friendliness ensuring the caller is routed to the proper person and/or given the proper information needed
• Support the Leadership team with the Growth goals and the office’s Mission, Vision, Values, Beliefs and Perspectives (MVVBP)
• Assist the Market Center Leadership team with various tasks related to copying, data entry, calling, filing, copying, etc. The person in this position directly reports to the Market Center Administrator.
• As the Lead Director of First Impressions, oversee a part-time staff of 3 individuals and prepare their schedules on a calendar, handle time off requests, etc. to ensure the front desk is staffed appropriately. Ensure time sheets are completed fully and deliver time sheets to Market Center Administrator timely for payroll
• Assists with Market Center activities including, but not limited to, REDDay, trainings, charity drives, BOLD/IGNITE, vendor lunches and other trainings/events as needed. You will work closely with the Agent Services Coordinator, Marketing Director and the Culture and/or Social committees
• Monitor inventory of all office & market center supplies in the storage room, front desk and kitchen. Report any needs to the Market Center Administrator for ordering.
• Respond to email requests timely and in a professional manner; coordinate scheduling of conference rooms and identify any scheduling conflicts.
• Greet all who come to the office with a welcoming smile and friendliness
• Distribute incoming mail and package deliveries
• Data entry and management of various spreadsheets including, but not limited to, office roster, listings, buyer needs, etc.
• Assist Broker with file compliance to ensure agents have all documentation submitted and correct via Command
• Listing support for agents: adding listing to the appropriate MLS, creating & updating ShowingTIme profile and making any necessary status updates or changes based on agents’ needs
• Assist with onboarding & offboarding tasks
• Ensure monthly agent awards are correctly created and posted on the market center’s Facebook page.
• Ensures all the common areas of the market center are clean, welcoming and not in disrepair. Report any office needs/concerns to Market Center Administrator and/or building owner as necessary
• Maintains the announcement & calendar boards with current and relevant information. Sends announcement updates via Facebook, mass emails or mass texts to agents/staff.

• Fun, outgoing and positive attitude
• Excellent verbal communication skills
• Professional phone skills
• Reliable, dependable, prompt and a self-starter
• Neat, clean and professional appearance, communication and mannerisms
• Experience with & confident in using various computer, technology and social media systems (Gmail, Google Suite products [Drive, Sheets, etc.], Word/Excel/PowerPoint, Canva, Facebook, copiers/printers, phone systems, CRM, etc.)
• Ability to problem solve quickly and thoroughly address the problem
• Passionate about helping others and has a servant heart to be able to provide exceptional customer service to agents, visitors, staff and vendors.
• Comfortable taking phone calls and mitigating stressful situations
• Highly organized and looks to create or improve efficiency in systems/processes where needed
• Ability to move from task to task quickly and mange frequent interruptions
• Proficiency in English (other language fluency is greatly welcomed!)
• Real estate experience is strongly preferred but not required
• At least 1-year previous receptionist or administrative assistant experience (or similar duties) required

Frequently recognized as the most innovative and agent-friendly brokerage in the nation, Keller Williams is a gathering place for the industry's best real estate agents. The company has grown exponentially since the opening of the first Keller Williams Realty office in 1983 and continues to cultivate an agent-centric, education-based, technology-driven culture that rewards associates as stakeholders.

Keller Williams Preferred Realty is powered by a mission to help real estate agents build careers worth having, businesses worth owning, lives worth living, experiences worth giving, and legacies worth leaving.

Keller Williams Preferred Realty’s purpose is to serve agents and impact lives. As a leadership team, we show up daily with the intention of doing this daily!

Candidates must provide a portfolio to be considered as a candidate.