Job Purpose :
Act as initial contact for company for both face-to-face and phone interactions. Perform basic administrative functions for branch.
General Duties and Responsibilities :
- Open and maintain escrow files
- Order HOA documents and tax certificates
- Prepare and send recordable documents
- Operate telephone to answer, screen, or forward calls, provide information, take messages, assist customers, or schedule appointments
- Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations
- Transmit information or documents to customers, using computer, mail, or facsimile machine
- Prepare physical file folder
- Scan and transfer documents into electronic folders as instructed
- File and maintain records
- Monitor office supplies and prepare an office supply list
- Collect, sort, distribute, or prepare mail, messages, or courier deliveries; monitor postage machine
- Process and prepare memos, correspondence, HOA check requests or other documents
- Continuously update closing calendar
Input data
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Qualifications :
- High school diploma or equivalent
- Knowledge of administrative and clerical procedures and systems
- Strong customer service skills
- Able to create and maintain constructive and cooperative work relationships
- Prior experience answering and using a multi-line phone system
- Good time management skills
- Intermediate skills in Microsoft Office Suite
- Willing and able to learn industry-specific software
- Knowledge of use of advance functionality of office machinery and basic upkeep
- Able to maintain professionalism, integrity, and polite demeanor in all work-related activities; polished and tactful
- Access to reliable transportation
- Exemplary record of attendance and punctuality
