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Transaction Coordinator/Receptionist

Company: Hyatt
Location: Bend
Posted on: February 11, 2020

Job Description:

Description:TheTransaction Coordinator/Receptionist shall strive to provide exceptionalservice to both internal and external guests at all times. S/he will beresponsible for exemplifying the Sunriver Realty culture as well as promotingSunriver Resort as both the Destination and Employer of Choice!ESSENTIALJOB FUNCTIONS

  • Input new listing informationin MLS database, Skyslope and internal company systems, with focus ontimeliness and accuracy
  • Maintain listing andtransaction files to ensure all the mandatory disclosures are completedand sent to the managing broker for review and approval
  • Ensure each document iscompleted, properly signed, initialed, dated before completing thetransaction and listing files.
  • Contact and follow-up with thebrokers to remind them of missing documents. Process all new real estatetransactions utilizing company systems. This includes file setup,communication with title/escrow companies, preparing commission requestnotices, and other tasks.
  • Utilize Skyslope, companysystems and MLS daily to print reports, look up property/clientinformation and answer questions. Maintain current/accurate information inSkyslope, MLS and company systems.
  • Provide a friendly greeting toall walk-in guests and handle their requests
  • Direct all visitors & phonecallers to the appropriate agent
  • Ensure all prospects are met bythe appropriate agent according to the office floor schedule
  • Responsible for answering anddirecting calls on a multi-line phone system/switch board
  • Refer all leads and clients toIC Associates per direction of Realty Manager.
  • Promote high moral with ICAssociates.
  • Keep track of the whereaboutsof all agents by means of the office schedule/agentinstructions
  • Control/audit key system - checkingout keys, verifying vendor identity, ensuring key return, audit and trackkey log book
  • Maintain the will call drawerand follow up on items that have not been picked up
  • Distribute mail, sendelectronic communications to appropriate agents
  • Prepare daily open house reportfrom MLS, create and display open flyers
  • Log MLS lock boxes in/out;track in Access Database
  • Maintain rack/binder brochures;proofread and print; rotate as needed; make price changes; pullPending/sold; record changes in Access
  • Ensure that all forms are keptup to date
  • Keep High Standards stocked inStarbucks & in the outside display
  • Maintain current phone lists,rental agencies, area service providers and other lists as needed
  • Make listing packets, buyersguides and other collateral for agent use
  • Coordinate/collaborate withMarketing/Photographer/sign installation regularly on projects
  • Print property brochures asneeded, per company policy
  • Update images and verify properrotation and function of internal Microsoft
  • PowerPoint property slide showon display in Realty lobby and at Sunriver Lodge
  • Send post-transaction surveysto all buyers and sellers, process results and provide toagents.
  • Help keep main office interiorand exterior of office clean, tidy and free from litter on a dailybasis.
  • Take garbage/recycling todesignated receptacles as needed
  • Utilize DigiSign for allrequired real estate signatures
  • E-mail closing surveys (filebuyer/seller statements)
  • Assist agents with SunriverResort rental availability and other requests as needed
  • Promote high moral with ICAssociates
  • Provide Admin. Assist with amonthly inventory of stationary, paper and name ridersQualifications:
    • High school diploma orequivalent required
    • Prior experience as areceptionist, interaction with the public and/or customer servicerequired
    • Prior AAA Four DiamondStandards experience preferredPrimary Location: US-Oregon-SunriverOrganization: Sunriver ResortPay Basis: HourlyJob Level: Part-timeJob: AdministrativeReq ID: SUN000411Hyatt is an equal employment opportunity and affirmative action employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, marital status, pregnancy, national origin, ancestry, age, religion, disability, veteran status, genetic information, citizenship status or any other group protected by law.

Keywords: Hyatt, Bend , Transaction Coordinator/Receptionist, Administration, Clerical , Bend, Oregon

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