Job Description

We are seeking a professional, organized, and customer-focused Receptionist to join our team in the Commercial Real Estate sector. As the first point of contact for clients, tenants, investors, and visitors, the receptionist plays a vital role in creating a positive and professional impression of our firm. This individual will also provide crucial administrative support to the broader team, ensuring smooth day-to-day office operations in a fast-paced and client-facing environment.

Job Function:

Key Responsibilities

Front Desk & Visitor Relations

• Greet and assist all guests, tenants, and clients in a warm, professional manner.
• Manage guest check-in procedures and ensure appropriate security protocols are followed.
• Maintain a clean, organized, and visually appealing reception and common areas.

Phone & Communication Management

• Answer, screen, and direct incoming calls promptly and professionally.
• Manage and respond to general inquiries via email and phone.
• Take accurate messages and ensure timely delivery to appropriate team members.

Administrative & Operational Support

• Schedule and coordinate meetings, conference rooms, and appointments for team members, brokers, and executives.
• Assist with administrative tasks such as data entry, mail distribution, filing, printing, scanning, and document formatting.
• Manage office supplies and liaise with vendors to replenish stock and maintain office equipment.
• Support the coordination of team events, site tours, or tenant meetings.

Support to Real Estate Professionals

• Assist leasing agents, property managers, and brokers with preparing marketing materials, lease packages, proposals, and meeting binders.
• Help prepare spaces for client presentations or investor meetings, including audiovisual setup.
• Maintain confidentiality regarding property transactions, client relationships, and financial details.
• Input and maintain data in CRM systems or listing databases as needed.

Facilities & Tenant Coordination

• Serve as liaison between property management staff and tenants for minor requests and visitor access.
• Report maintenance or IT issues and follow up to ensure resolution.
• Coordinate courier services, package delivery, and outgoing mail logistics.

Job Requirement:

Qualifications & Skills

• Education: High school diploma or equivalent required; associate degree or administrative certifications preferred.
• Experience: 2+ years in a receptionist or administrative support role; real estate industry experience highly desirable.
• Professionalism: Polished, professional appearance and demeanor.
• Communication: Strong verbal and written communication skills with a friendly and courteous attitude.
• Technology: Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with industry tools such as Yardi, VTS, CoStar, or Salesforce is a plus.
• Organization: Excellent organizational and multitasking abilities with strong attention to detail.

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