Weekend Front Desk Coordinator- Real Estate - PALMETTO BLUFF INVESTMENTS LLC : Job Details

Palmetto Bluff is nestled along the May River in the Lowcountry of South Carolina between Hilton Head Island and Savannah. As an award winning 20,000-acre development, the development encompasses a private member's only club which includes a marina, restaurants, an equestrian center, a shooting club, a Jack Nicklaus Signature Golf Course, a lawn and racquet club, and more. In addition, Palmetto Bluff has an extensive nature preserve, walking trails, retail shopping, and a vibrant village, all which pay homage to the region's rich heritage.Job Summary: We are seeking a highly organized and detailed-oriented Weekend Front Desk Coordinator to join our real estate operations team. This dual-role position combines technical expertise in CRM management with the ability to deliver exceptional front desk service. The ideal candidate will be responsible for database management, report creation, and administrative support while also ensuring a welcoming environment at the front desk during weekends.Essential Job Functions:

• Meet & Greet: Serve as the first point of contact for Palmetto Bluff Real Estate guests, delivering an excellent first impression and managing the front desk with professionalism.
• Relationship Management: Develop and maintain relationships with the real estate sales team and assistants to ensure smooth interactions and efficient management of tours, meetings, and activities.
• Scheduling & Coordination: Use Outlook and email to schedule and coordinate meeting room spaces, manage appointments, and record tours.
• Lead Management: Qualify inbound walk-in and website weekend leads from real estate campaigns, manage initial communications, track attribution, and distribute leads to the appropriate entities.
• Lobby Management: Maintain the professional appearance of the lobby and gallery area, ensuring the refreshment area is stocked and ready for visitors.
• Office Equipment & Administrative Tasks: Utilize office equipment (fax machine, copier, postage meter, telephones), conduct internet research, assemble and ship information packages.
• Sales Vehicle Maintenance: Ensure sales vehicles are fueled and maintained for use by the sales team.
• Team Collaboration: Contribute to the efficiency and effectiveness of the sales and marketing teams by offering suggestions, participating actively in team efforts, and demonstrating courteous and cooperative behavior.
• Confidentiality: Maintain confidentiality of all records across databases.
• Notary Services: Provide notary services or have the ability to become a notary.
• Report Creation: Generate detailed and accurate reports using Propertybase for various team members, providing insights and data necessary for decision-making.
• Database Auditing: Regularly audit the Propertybase database to ensure data accuracy, completeness, and compliance with company standards.
• List Upload and Mailing List Management: Upload lists into Propertybase, manage mailing lists, and ensure data is correctly categorized and maintained.
• Administrative Support: Assist the Closing Manager with administrative tasks, including:
  • Announcing real estate transactions (Closed, Canceled, Under Contract) to relevant stakeholders.
  • Managing the opening and closing of physical and digital files related to real estate transactions.
• File Management:
  • Oversee the organization and maintenance of closing files in Propertybase, ensuring all records are up-to-date.
  • Scan and organize completed closing files for easy retrieval and archival.
• Transaction Support:
  • Request and tracking dues, fees, and other financial obligations from Homeowners Associations (HOA), Club Accounting, and Design Review Boards (DRB) for each transaction.

Preferred Qualifications:

• Proficiency in Salesforce, Propertybase CRM, or similar real estate CRM systems.
• Experience in real estate administrative tasks and transactions.
• Knowledge of real estate transactions and processes.
• Experience in database management and auditing.
• Strong analytical skills, with the ability to generate and interpret reports.
• Excellent organizational skills and attention to detail.
• Strong communication skills for training, onboarding, and front desk interactions.
• Professional written and verbal communication skills.
• Ability to multitask and manage various administrative tasks efficiently.
• Excellent computer skills, including data entry and proficiency with Google Workspace (Gmail, Google Docs, Google Sheets, Google Chat).
• Must be self-motivated and demonstrate a high level of customer service.
• Ability to work well with a diverse group of individuals.
• Friendly and professional demeanor with excellent customer service skills.
• Willingness to represent the company and its agents well.
• Notary certification or willingness to become a notary.

Primary hours:

• Monday: 9AM to 5PM
• Tuesday: 9AM to 5PM
• Saturday: 9AM to 4PM
• Sunday: Noon to 4PM

Physical Requirements:

• Constant and close visual work at computer.
• Constant sitting and working at desk.
• Frequent verbal and written communication with staff and other business associates by telephone, correspondence, or in person.
• Must be able to lift objects weighing between 0 and 30 lbs.
• Ability to stand, stoop, bend and lift.
• Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, stamina to maintain attention to detail.
• Vision to read printed materials and a computer screen, and hearing and speech to communicate in person and over the telephone.

Palmetto Bluff is proud to be an EEO Employer and participates in E-Verify.