Job Description

SUMMARY:  

The Office Manager will oversee the general administrative function and activities of the Sales and Marketing office.

ESSENTIAL FUNCTIONS:

Essential functions as defined are ILLUSTRATIVE ONLY and not a comprehensive listing of all functions and duties performed by incumbents within this classification.  Essential duties and responsibilities may include, but are not limited to, the following:

SUPERVISORY RESPONSIBILITIES

  • Manages the daily work activities of the sales and marketing office.
  • Manages office and model residences inventory for sales prospects
  • Responsible for the creation of SOPS, oversee/employee coaching, performance reviews, and manages work schedule of the Sales Administrator and Contract/Closing Coordinator in accordance with company policy.
  • Responsible for continuous training for the Sales Administrator and Contract Closing Coordinator.
  • Manages all aspects of property’s sales prospects/owners program including the Guest Visit Program (GVP)

DUTIES/RESPONSIBILITIES

  • Responsible for the department’s office equipment including cleaning, maintenance, and repairs are up to date.
  • Manages inventory and Touchpoint distribution for real estate sales
  • Represents the Sales and Marketing department in the Executive Team meetings. Respond and implements departmental changes as a result of the meetings
  • Manages file storage and owner portal for contracts and necessary information
  • Provides administrative office support when needed to assist the Sales and Marketing Department
  • Reviews closing contracts, documents, and procedures to ensure accuracy for real estate closings.
  • Manages the department petty cash fund.
  • Oversee the departments inventory process and ensures that supplies are ordered and received.
  • Manage Reporting of sales activity and necessary management reporting
  • Oversee office files and retention; design and implement an efficient system for other staff to access files and records.
  • Leads all aspects of planning and execution of sales and marketing events for the property.
  • Works closely with owners/sales prospects.
  • Must be available to work all shifts including nights, weekends, and holidays, if required.

Performs other related duties as assigned

 

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge and/or skill required.

REQUIRED SKILLS/ABILITIES

  • Extensive knowledge of office management procedures.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Proficient with Microsoft Office Suite or related software.
  • Proficient with Salesforce and Sharepoint Systems
  • Preparing clear and concise reports, correspondence, and other written materials

EDUCATION AND EXPERIENCE

  • High school diploma or equivalent required; Associate’s degree in office administration or related field preferred.
  • At least three years of administrative and clerical experience required.
  • At least three years of experience working in sales, marketing, and event planning.

PHYSICAL/MENTAL REQUIREMENTS

Mobility to work in an office setting, use standard equipment; stamina to sit for extensive periods of time; strength to lift and carry up to 30 lbs.; visions to read printed materials and computer screen; dexterity to utilize computer equipment; hearing and speech to communicate in person and over the telephone.