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Licensed Transaction Coordinator/Receptionist

Company: Hyatt
Location: Bend
Posted on: February 8, 2020

Job Description:

Description:The Transaction Coordinator/Receptionist shall strive to provide exceptional service to both internal and external guests at all times. S/he will be responsible for exemplifying the Sunriver Realty culture as well as promoting Sunriver Resort as both the Destination and Employer of Choice!ESSENTIAL JOB FUNCTIONS

  • Input new listing information in MLS database, Skyslope and internal company systems, with focus on timeliness and accuracy
  • Maintain listing and transaction files to ensure all the mandatory disclosures are completed and sent to the managing broker for review and approval
  • Ensure each document is completed, properly signed, initialed, dated before completing the transaction and listing files.
  • Contact and follow-up with the brokers to remind them of missing documents. Process all new real estate transactions utilizing company systems. This includes file setup, communication with title/escrow companies, preparing commission request notices, and other tasks.
  • Utilize Skyslope, company systems and MLS daily to print reports, look up property/client information and answer questions. Maintain current/accurate information in Skyslope, MLS and company systems.
  • Provide a friendly greeting to all walk-in guests and handle their requests
  • Direct all visitors & phone callers to the appropriate agent
  • Ensure all prospects are met by the appropriate agent according to the office floor schedule
  • Responsible for answering and directing calls on a multi-line phone system/switch board
  • Refer all leads and clients to IC Associates per direction of Realty Manager.
  • Promote high moral with IC Associates.
  • Keep track of the whereabouts of all agents by means of the office schedule/agent instructions
  • Control/audit key system - checking out keys, verifying vendor identity, ensuring key return, audit and track key log book
  • Maintain the will call drawer and follow up on items that have not been picked up
  • Distribute mail, send electronic communications to appropriate agents
  • Prepare daily open house report from 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; pull Pending/sold; record changes in Access
  • Ensure that all forms are kept up to date
  • Keep High Standards stocked in Starbucks & in the outside display
  • Maintain current phone lists, rental agencies, area service providers and other lists as needed
  • Make listing packets, buyers guides and other collateral for agent use
  • Coordinate/collaborate with Marketing/Photographer/sign installation regularly on projects
  • Print property brochures as needed, per company policy
  • Update images and verify proper rotation and function of internal Microsoft
  • PowerPoint property slide show on display in Realty lobby and at Sunriver Lodge
  • Send post-transaction surveys to all buyers and sellers, process results and provide to agents.
  • Help keep main office interior and exterior of office clean, tidy and free from litter on a daily basis.
  • Take garbage/recycling to designated receptacles as needed
  • Utilize DigiSign for all required real estate signatures
  • E-mail closing surveys (file buyer/seller statements)
  • Assist agents with Sunriver Resort rental availability and other requests as needed
  • Promote high moral with IC Associates
  • Provide Admin. Assist with a monthly inventory of stationary, paper and name ridersQualifications:
    • High school diploma or equivalent required
    • Prior experience as a receptionist, interaction with the public and/or customer service required
    • Prior AAA Four Diamond Standards experience preferredPrimary Location: US-Oregon-SunriverOrganization: Sunriver ResortPay Basis: HourlyJob Level: Full-timeJob: Front OfficeReq ID: SUN000409Hyatt 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 , Licensed Transaction Coordinator/Receptionist, Hospitality & Tourism , Bend, Oregon

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