Front Desk Administrator

5 months ago

Sidney, Canada Macdonald Realty Ltd. Full time

**Job description**

**Job Title**:Front Desk Administrator
**Reports to**: Office Manager
**Work Hours**: 10:00 a.m. to 2:00 p.m. Monday to Friday
**Location**:Sidney

**Position Summary**:
As the front desk administrator, you are the face of Macdonald Realty at your office and the critical link that brings the office culture to life. You are an integral part of the process, connecting with staff, agents, and clients alike, making things happen and bringing energy and attitude to the role. You are the one person who agents see the most in the office. They rely on your diverse talents to support their business, from public first impressions to office administration.

Working closely with the Office Manager, you play a key role in executing initiatives and daily operation at your office, communicating clearly, and constantly looking for resourceful ways to improve processes. You are in the know when it comes to upcoming initiatives and priorities - management will look to you to promote these tools in support of your agents' business and success.

You view this as an opportunity to shape and contribute to the office environment using your entrepreneurial spirit, while simultaneously maintaining your administrative responsibilities. In addition to your immediate managers, you have other members of the company culture team, your fellow office administrators from other offices and other regions.

You are a great multi-tasker and can simultaneously oversee the office's reception desk and administrative responsibilities.

**Responsibilities**:

- Greet/assist clients in a friendly and business-like manner, including offering refreshments
- Receive/arrange courier services
- Receive/distribute all correspondence/deliveries that come to/through the front desk
- Ensure reception area and meeting rooms are presentable at all times; assist with booking spaces as needed
- Handle incoming calls to the front desk
- Address administrative needs, including phone or copier service as needed (this may be in conjunction with the IT department)
- Maintain office lists and support management in onboarding new agents
- Updating window display sheets with current listings
- Handle and process client deposits and agent commission cheques via office banking machine
- Order general office supplies
- Order coffee/tea/kitchen supplies
- Order toners/consumables/photocopy paper
- Assist in maintaining security system - may include fob assignment, distribution, etc.
- Kitchen upkeep
- Office tidying and organization
- Month-end entry of printing for billing purpose

**Agent Support *limited to regular duties as outlined below; any additional personal assistance of agents per their request is to happen outside of regular business hours**
- Ensure that turnaround times and document formatting policies are adhered to at all times

**SKills and Qualifications**:

- Grade 12 education or equivalent required
- 1+ years of administration experience and training, or a combination of both; Real estate industry experience is an asset
- Must have excellent verbal and written communication skills
- Must have excellent interpersonal skills and telephone etiquette
- Must always demonstrate and maintain a high standard of service and professionalism
- Proficient with Microsoft Office programs such as Word, Excel, Outlook, etc.
- Must be able to multitask, prioritize based on deadlines and work in a fast-paced environment
- Adobe InDesign experience an asset, or a willingness to learn the program
- Driver’s license and vehicle access

**Job Type**: Part-time
Part-time hours: 20 per week

**Salary**: $21.00-$23.00 per hour

Schedule:

- Monday to Friday

Work Location: In person

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