Hybrid Guest Services/Marketing Support Representative presso None

Job Duties and Responsibilities (Essential Job Functions)

Common job activities are listed below; actual position responsibilities may vary.  Refer to your manager or human resources for specific duties and performance expectations.

The Marketing Administrative Assistant provides marketing support, which may include any of the following administrative duties or responsibilities:

Office Administration and Support

• Greet and assist clients and guests in a professional manner, offering beverages as appropriate.
• Manage the master company list, including broker phone numbers, emails, and employee extensions, ensuring all information is current.
• Answer and transfer incoming calls for all offices.
• Handle all incoming and outgoing mail and deliveries, including distributing mail and preparing outgoing packages for postings.
• Maintain a clean and organized office environment, including the lobby, conference rooms and kitchen.
• Oversee daily office maintenance tasks such as restocking kitchen supplies and ensuring the office is properly closed and secured at the end of the day. Manage schedules for all three DTC conference rooms.
• Manage and create the monthly broker floor schedule.
• Keep the front desk/TC binder updated with current phone lists and contact information for weekend staff.
• Prepare invoices, manage the billing database and ensure accurate billing for sales associates.
• Maintain and distribute an inventory of marketing materials and promotional materials.
• Prepare memos and news releases, maintain databases, produce reports, and assist with special projects.

Marketing and Communication

• Create and Manage Marketing Materials: Develop and produce promotional materials, including designing layouts, coordinating content, editing, and proofreading. Manage all aspects of the printing process to meet deadlines and special requests.
• Coordinate Advertising: Plan, schedule, and review various advertisements across broadcast, internet, newspaper, and magazines. Provide ad calendars and copies to agents and clients as needed.
• Program and Event Coordination: Coordinate marketing and recognition programs, including direct mail campaigns and special company events. This also involves preparing and presenting new listing presentations for sales meetings.
• Manage Digital Assets: Oversee agent and property photos and coordinate virtual tours to enhance property listings.

Agent Support and Training

• Liaison and Consultation: Serve as a marketing liaison for builders, developers, and brokers. Offer creative and advertising consultation and prepare marketing materials for new home communities.
• Training and Technical Support: Organize and conduct training for sales associates on current marketing programs. Provide technical support for computer equipment and software, assisting with software installation and operation.
• Telecommunication Support: Manage telecommunication needs for agents, including notifying them of phone number changes, assigning voicemail and DID numbers for new agents, and managing the voicemail system.

Other Duties as Assigned

• Serve as a backup to other department staff when needed.
• Perform any additional responsibilities as requested or assigned.

Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

Qualifications

Education:

• Bachelor's degree in marketing, communications; or equivalent work experience.

Experience:

• Two years of related experience in a marketing or advertising position, with emphasis in sales and marketing program support.
• Graphic design experience a plus.
• Real estate background and/or knowledge of bulk mail procedures would be considered a plus.

Knowledge and Skills:

• Strong computer skills. Ability to use both PC and Mac computers and software.
• Ability to work as a member in a team-oriented environment, yet as an independent worker with minimal supervision.
• Effective oral and written communication skills. A customer service focus mindset.
• Effective analytical and problem-solving skills. Detail oriented. Flexible and adaptable.
• Ability to prioritize and handle multiple tasks and projects concurrently. Project management and organizational skills.

Other (licenses, certifications, schedule flexibility/OT, travel, etc.):

Flexibility, schedule may require ability to work evenings and weekends.

Wage:   $23.00 - $26.50 hourly; actual wage is based upon education and experience. Potential for formulary incentive plan, based on financial results.  

Benefits:   Full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer