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Sales Center Admin Assist

V

Virtual Company

Ormond Beach, FL, US

1 month ago
full-time
No degree mentioned

Job highlights

Qualification

It must be inputted in Fast Sales and Sales Force. When authorized by Sales Manager, issue dining vouchers (one per Couple)- notate in Fast Sales and

Responsibility

Sales Center Administrative Assistant receives, greets and. accommodates all visitors to the Sales office in addition to receiving and directing incoming phone. Must be able to answer inquiries and provides general information to the visitors, prospects,. Greet guests in a professional, welcoming and friendly manner. registered in both Sales Force and FAST Sales. Receptionist determines which sales associate is “up” according to strict rotation of Sales Associates on. active duty for the given day and maintains the “Up System” to implement the rotation and corresponding. Professionally answers all incoming calls and take messages. Ask for name and contact number before. transferring the call to Sales Associates. Prepares sales brochures and floor plan packets. Coordinates with marketing department to ensure. ample supply of brochures are on hand for customer packets as well as port folios for customer contracts. Keep log sheet for all walk-ins, appointments, return customers (be-backs), re-sale and property. Each morning, checks with the Sales Team to determine if any appointments. have been set or if they are expecting anyone (obtain names of anticipated guests). All Sales Associates must advise the receptionist where they are going and who they are meeting before. leaving the sales office, no exceptions. Inspect what the cleaning crew have done twice a week and if anything needs additional attention, please. Issue “Resident Reward” certificates based on contracts. Maintain the orderliness and appearance of sales office, main sales arena, conference rooms, kitchen and. Make sure restrooms are properly stocked with toilet paper, soap and hand towels. of the conference room, make sure the table is wiped cleaned and chairs are returned to proper place(s). and any food/drink items are discarded. Keep kitchen orderly and make sure refrigerator is cleared of. food items from week to week (left over food items should be taken home or consumed weekly). Have ample supply of pre-made packets for customers and ensure there is fresh collateral in files per area. weekly (Friday’s) and match current pricing as shown on website with FAST Sales for,. Make sure the topo table is dusted every week. Performs routine but varied clerical work duties which include responsibilities such as sending and. receiving facsimiles, and/or overnight mail, scanning documents, posting U.S. mail and other related. duties, assisting Sales Associates, property management department and the re-sale department with. Responsible to order necessary office supplies as needed as well as report any maintenance issues to. Maintain office work schedule of to include Sales Associates, weekend reception, and. Assist with providing ambassador coverage for other communities as requested

Job Description

Description

TITLE: Sales Center Administrative Assistant DEPARTMENT: Sales Office DIVISION: Sales Center Administrative Assistant receives, greets and accommodates all visitors to the Sales office in addition to receiving and directing incoming phone calls. Must be able to answer inquiries and provides general information to the visitors, prospects, and residents, i.e. amenities, community information, Ormond Beach area information and benefits of living in The following duties will include but are not limited to: 1. Greet guests in a professional, welcoming and friendly manner. 2. All prospect guests must be registered using the company’s guest registration forms unless prior registration has been completed within the last 90 days. Check to confirm if guest has previously registered in both Sales Force and FAST Sales 3. Receptionist determines which sales associate is “up” according to strict rotation of Sales Associates on active duty for the given day and maintains the “Up System” to implement the rotation and corresponding registration policies. If there is doubt, please contact Sales manager via text, email or phone call. See Up-System attached 4. Professionally answers all incoming calls and take messages. Ask for name and contact number before transferring the call to Sales Associates 5. Prepares sales brochures and floor plan packets. Coordinates with marketing department to ensure ample supply of brochures are on hand for customer packets as well as port folios for customer contracts 6. Keep log sheet for all walk-ins, appointments, return customers (be-backs), re-sale and property management visitors/guests. Each morning, checks with the Sales Team to determine if any appointments have been set or if they are expecting anyone (obtain names of anticipated guests) 7. All Sales Associates must advise the receptionist where they are going and who they are meeting before leaving the sales office, no exceptions 8. Inspect what the cleaning crew have done twice a week and if anything needs additional attention, please bring it up and leave a note for the cleaning staff 9. Issue “Resident Reward” certificates based on contracts. It must be inputted in Fast Sales and Sales Force with certificate number notated 10. When authorized by Sales Manager, issue dining vouchers (one per Couple)- notate in Fast Sales and Sales Force 11. Maintain the orderliness and appearance of sales office, main sales arena, conference rooms, kitchen and restrooms. Make sure restrooms are properly stocked with toilet paper, soap and hand towels. After use of the conference room, make sure the table is wiped cleaned and chairs are returned to proper place(s) and any food/drink items are discarded. Keep kitchen orderly and make sure refrigerator is cleared of food items from week to week (left over food items should be taken home or consumed weekly). Keep refrigerator stocked with cold water. Keep kitchen door closed 12. Make sure sales office has sodas, cookies, coffee and water for prospects every day. Fresh cookies should be made in small amounts (no more than 6) so there is a fresh baked cookie scent in our sales office 13. Make sure there are area magazines, newsletters and testimonial book on the coffee table that guests could go through while they are waiting 14. Have ample supply of pre-made packets for customers and ensure there is fresh collateral in files per area weekly (Friday’s) and match current pricing as shown on website with FAST Sales for, OYL and Grand Haven; report any discrepancies to Sales Manager and FAST Sales Data Base Manager, 15. Update and readily have covenants and restrictions for sales team for contracts. Have a minimum of 5 HOA books made per area at all times Initials: _______ JOB DESCRIPTION Page 2 of 2 Rev. 16. Make sure the topo table is dusted every week 17. Performs routine but varied clerical work duties which include responsibilities such as sending and receiving facsimiles, and/or overnight mail, scanning documents, posting U.S. mail and other related duties, assisting Sales Associates, property management department and the re-sale department with general clerical duties 18. Responsible to order necessary office supplies as needed as well as report any maintenance issues to Corporate Office Manager 19. Maintain office work schedule of to include Sales Associates, weekend reception, and ambassador coverage. Assist with providing ambassador coverage for other communities as requested 20. Keeps reception area orderly, use Windex daily on front door glass to remove fingerprints, make certain entry area and steps are clean and free of dirt and debris.