• TURQUOISE PLACE OWNER RELATIONS/REAL ESTATE ADMIN ASSISTANT

Job Description: Position is responsible for administrative duties to include greeting and interacting with guests/owners, answering phone calls, creating work orders, assisting in ordering and receiving items for owners, working alongside Owner Relations and Real Estate Directors and performing other duties as assigned. Duties:

• Owner Relations
  • • Answer all calls on the owner services line and adequately satisfy the caller’s inquiry or transfer to the appropriate personnel.
    • Provide timely and accurate information to owner inquiries.
    • Report unit issues/damages to owners expeditiously to obtain resolution.
    • Process inquiries according to established department policies and procedures.
    • Work closely with Department Managers on property in resolving owner issues/disputes.
    • Provide timely feedback to departments regarding service failures or customer concerns.
    • Maintain detailed documentation on owner issues and responsive actions through Spectrum software programs.
    • Initiate, track and administer work orders to resolve owner issues.
    • Assist in obtaining estimates of service or repair needed for owner’s property.
    • Conduct periodic assessments of quality of units on rental program and advise owner of needed changes
    • Coordinate replacements, upgrades or repair services necessary to maintain quality rental units.
  • · · Be available to quickly react and interact when an owner arrives in our area.
    
    • Provide periodic reports to owners concerning the performance of their unit on the rental program.
    • Provide input to department manager on repetitive issues for systemic remediation.
    • Serve as back-up to Front Desk operations when needed.
    • Keep reception area, conference room, kitchen, and copy room clean, neat and stocked.
    • Perform other duties as assigned

Real Estate:
· Daily · Email active TP and TBC listings to agents · Answer and screen phone calls in a professional manner · Greet guests in a hospitable manner and provide sales information once licensed · Retrieve messages and forward phones · Assist with owner and guest requests · Maintain appointment calendar by planning and scheduling meetings, conferences, teleconferences, and travel to include reserving Real Estate Sales conference room as needed. · Maintain client, customer and guest confidentiality.· Perform general office duties such as typing, filing, creating correspondence, drafting documents, and initiating telecommunications · Keep reception area, conference room, copy room and kitchen areas clean, neat and stocked · Perform errands such as bank, mail and fed ex runs as needed · Sort and distribute mail Weekly· Update Price Range letter for TP and TBC and print copies to leave at the respective front desks · Update new construction spreadsheet · Maintain and order office supplies inventory · Coordinate Beach Club Cottages ARC meetings / review processes · Check Post Office Boxes in Gulf Shores and Orange Beach · Code accounts payable and expense reports and forward to accounting for payment Monthly· Constant Contact TP and TBC Owner Newsletters · Coordinate sales meetings Annually· Reconcile real and personal property taxes for company owned assets · Obtain rental cash flows from Owner Relations and distribute to agents · Obtain current year association budgets, distribute to all agents and update MLS listings · Create tracking method for broker and agent CE’s (spreadsheet and recurring calendar invites) As Needed· Perform CMA’s (comparative market analysis from MLS) · Showing property once licensed · Enter listings and sales in MLS · Prepare brochure packages and listing and sales files · Coordinate and follow through to completion inspections, deadlines and repairs for real estate transactions · Scan listing and sales files · Pick up closing packages from title companies · Maintain Spectrum Realty website · Maintain Facebook and Instagram postings and coordinate Circlepix · Create content for marketing sources, including the ORC · Shoot virtual tours and photos for listings · Create and send Constant Contact emails for listings and marketing · Assist team members and any visiting Spectrum Capital employees as needed. · Become familiar with Spectrum Resorts’ rental management agreement and how it compares to outside management companies · Assist agents with paperwork such as listing agreements, purchase agreements, inventories and setting appointments · Assist with items to be done in Spectrum Resorts’ corporate rental units · Perform all other duties as assigned

• Requirements:
• Must possess at least two years of experience as a customer service representative in rental operations.
• Must possess a high school diploma or equivalent.
• Must have excellent written and oral communication skills.
• Attention to detail oriented
• Time Management skills to include the ability to organize multiple priorities with follow-up as needed.
• Be able to interact interdepartmentally with managers and fellow team members.
• Knowledge and experience with Microsoft Word, Excel, and IQWare is preferred.
• Must be well organized and neat in appearance.
• Alabama Real Estate license or obtaining same within agreed
• Valid driver license and acceptable driving record.
• Knowledge of or the willingness and ability to learn the following:
o Multiple MLS systems, including Sentrilock and ShowingTime o Constant Contact o Matterport o IQware o SafeLock o Quickbooks o Maestro
• Alabama Notary Public License or the ability to obtain this license
• Physical Requirements:
  
  • Ability to sit at desk majority of shift using phone and computer
  • Ability to walk the property to include visiting/inspecting units
  • Must be able to lift/move up to 20 lbs.as needed