Executive Assistant/Receptionist

$42,432 - $51,106/Yr

A Non Profit Organization - West Palm Beach, FL

Part-time,Full-time - Entry Level

Remote - West Palm Beach, FL

About the position

Are you a tech-savvy, results-driven individual with the ability to multitask and excel in social media, sales management, and administrative tasks? Join our dynamic cleaning service team as an Administrative Assistant and play a crucial role in our success. We offer comprehensive administrative support services for sales and facilitate daily operations. This position can be part-time, full-time, or contract, providing flexibility to fit your schedule. The role involves a variety of responsibilities, including lead management, reporting, property presentation, administrative support, event coordination, customer service, accounting support, and human resources support. You will be responsible for recording new leads, maintaining the sales database, providing reports to track sales performance, ensuring model suites are presentable, managing correspondence, organizing events, and assisting with HR tasks. This position is essential for ensuring smooth operations and excellent service delivery to our clients.

Responsibilities

• Record new leads and maintain the sales database, ensuring all information is up-to-date and accurate.
• Follow up on leads promptly to nurture potential clients.
• Provide regularly scheduled reports from the database to track sales performance and identify trends.
• Generate ad hoc reports as needed to support decision-making processes.
• Ensure model suite(s)/apartment(s) are well maintained and presentable to potential clients and visitors.
• Coordinate with cleaning staff to address any issues promptly.
• Answer telephones, type, collate, and distribute correspondence and other materials efficiently.
• Manage incoming and outgoing mail and ensure proper documentation is maintained.
• Organize, coordinate, and assist in planning special events, including weekend events.
• Assist in prospective resident community tours if needed.
• Help with logistics, setup, and teardown of events.
• Provide excellent service to current and potential clients, ensuring their needs are met promptly and professionally.
• Address inquiries and resolve complaints in a timely manner.
• Assist with invoicing, billing, and financial record-keeping.
• Help prepare financial reports, reconcile accounts, and ensure accuracy in all financial transactions.
• Track expenses and manage budgets.
• Assist with HR-related tasks, including employee onboarding, maintaining personnel records, and coordinating training sessions.
• Help with recruitment efforts, scheduling interviews, and preparing HR documents.

Requirements

• Associate's Degree preferred.
• One (1) year of experience in a sales administrative support role involving customer service.
• Experience in accounting and HR tasks is highly desirable.
• Strong verbal and written communication skills with excellent telephone etiquette.
• Ability to use Microsoft Windows, including Word, Outlook, and Excel.
• Proficient in using email, the Internet, client tracking, and design software.
• Familiarity with accounting software and HR management systems is a plus.
• Strong organizational skills with attention to detail.
• Ability to manage multiple tasks and prioritize effectively.
• Ability to solve problems independently and efficiently.
• Self-motivated with the ability to define own role and manage priorities with minimal guidance.

Nice-to-haves

• Experience in social media marketing and management.
• Sales experience in a related field.
• Demonstrated ability to build and maintain strong relationships with clients and team members.

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Paid time off
• Opportunities for professional development
• Employee discounts on our services
• Supportive and collaborative work environment