Front Desk Officer

Job Description

Job Summary

We are seeking an energetic, professional, and customer-focused Front Desk Officer to serve as the first point of contact for clients, visitors, and vendors. The successful candidate will manage front desk operations, handle inquiries and correspondence, coordinate appointments and property viewings, and provide administrative support to the Marketing & Sales Department. The role also involves assisting with marketing activities, maintaining accurate records, coordinating departmental logistics, and ensuring a welcoming and professional environment that reflects the company's image.

Key Responsibilities

• Greet and assist clients, visitors, and vendors with a friendly, professional, and welcoming demeanor.

• Answer and manage incoming calls, emails, and inquiries, directing them to the appropriate team members in a timely manner.

• Maintain an organized, clean, and welcoming front desk environment that reflects the company's professional image.

• Coordinate appointments, meetings, and property viewings for the Marketing/Sales Manager and real estate agents.

• Assist in creating and distributing marketing materials, including property listings and promotional content.

• Support the execution of open houses, promotional events, and other marketing activities.

• Communicate with clients regarding property inquiries, showing schedules, and feedback.

• Handle administrative tasks such as filing, data entry, managing listings, and maintaining databases.

• Arrange travel, transportation, and logistics as required by the Manager and team.

• Proactively remind the Manager of important tasks, deadlines, and follow-ups.

• Prepare reports, correspondence, and documentation with accuracy and attention to detail.

• Maintain confidentiality and handle sensitive information with discretion.

• Perform other related duties and special projects as assigned by the Manager to support the Marketing & Sales Department.

Job Requirements

• Bachelor’s Degree (BA) in Business Administration, Management, Marketing Management, or a related field.

• 0–3 years of experience in a receptionist, front desk, or administrative role, preferably in a customer-facing or real estate environment.

• Ability and willingness to actively support the Marketing & Sales Department, including assisting with administrative tasks, client coordination, and day-to-day departmental needs.

• Strong communication and interpersonal skills with a genuine customer-service focus.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Familiarity with real estate software (e.g., MLS, CRM systems) is an advantage.

Required Skills & Attributes

• Energetic and Approachable Personality: Outgoing, positive, and naturally engaging with clients and visitors.

• Professional Presence: Well-groomed appearance and polished demeanor that reflects the organization’s image.

• Customer Service Orientation: Ability to create a welcoming environment and deliver excellent service.

• Communication Skills: Strong verbal and written communication to interact effectively with clients, vendors, and team members.

• Organizational & Multitasking Ability: Capable of managing multiple tasks, prioritizing effectively, and thriving in a fast-paced environment.

• Attention to Detail: Keen eye for accuracy in documentation, correspondence, and marketing materials.

• Problem-Solving Skills: Ability to address issues proactively and find practical solutions.

• Team Collaboration: Works effectively with the marketing and sales team as well as other departments.

• Time Management & Adaptability: Manages time efficiently and adjusts to changing priorities in a dynamic real estate environment.

• Integrity & Discretion: Handles confidential information responsibly and maintains high ethical standards.