Office Assistant

Xclusive Homes, LLC; Naples (FL); On-site; USD 31,500 - 38,500; Full time

Job summary

Xclusive Homes, LLC is seeking a receptionist to be the first point of contact and to support daily office operations in Naples, Florida. You will answer calls, schedule meetings, arrange travel, handle mail, and assist with various administrative duties to keep the business running smoothly.

The ideal candidate will have at least one year of relevant experience, be fluent in Spanish, and be proficient with Microsoft Office.

Qualifications

• Excellent interpersonal, organizational, customer service, and verbal communication skills.
• High school graduate, GED or equivalent.
• Comfortable taking telephone calls and mitigating stressful situations.
• 1 year of experience as a receptionist, administrative assistant, guest service specialist, or similar position.
• Proficient computer skills and knowledge of Microsoft Office.
• Bilingual, Spanish is a must.

Responsibilities

• Answer phone calls and greet visitors at the front desk.
• Schedule meetings and make travel arrangements.
• Handle mail and deliveries and support office operations.
• Coordinate office events and print materials.
• Assist in data entry and miscellaneous administrative tasks.
• Deposit checks and manage office supplies as needed.

Skills

Interpersonal skills

Organizational skills

Customer service

Verbal communication

Bilingual Spanish

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Do you have a passion for helping others and love putting a smile on people’s faces? Then you’re a great fit for the receptionist position on our team! You’ll act as the first point of contact for the business, answer phone calls, schedule meetings, make travel arrangements, handle mail and deliveries, and help us with other operational duties to keep everything running smoothly.

Responsibilities

• Follow the correct sign-in procedures for visitors to keep our building secure
• Give every employee, client, and visitor a warm welcome at the front desk and communicate any important information or directions
• Provide administrative support to other team members with data entry, paperwork, photocopying, etc. when needed
• Plan for company trips and outings and provide itineraries to ensure off‑site activities are a success
• Respond to incoming phone calls and emails and make sure the right people receive all important information

Office Opening and Maintenance

• Open the office on time and ensure it is clean and organized.
• Manage office supplies and replenish them as needed.
• Keep the workspace tidy and well‑maintained.
• Place orders to keep the office fully equipped.

Communication and Coordination

• Answer calls and direct them to the appropriate staff.
• Assign leads to agents following the 80/20 ratio.
• Coordinate office events, place necessary orders, and print materials.
• Assist in preparing presentations and setting up meetings.

Agent Support

• Contact agents via calls, emails, and text messages to invite them to events.
• Prepare signs for open houses.
• Respond to emails and print documents as needed for agents.
• Assist in calling agents and requesting documentation when necessary.

Administrative Assistance

• Scan mail and forward checks and documents to Sabrina.
• Assist with general administrative tasks.
• Deposit checks as needed.
• Request the updated list of agents from the DBPR and upload it to the CRM.
• Check drip campaigns in the CRM.
• Upload and update agent photos across all social media platforms and the website.
• Update events on the company website.

Contractor and Maintenance Management

• Contact handymen or contractors for any office‑related issues.
• Keep the workspace updated and organized.
• Ensure the office is well‑decorated and in good condition.
• Replace window display boards with updated property listings.

Mail and Documentation Management

• Check the mail daily and notify recipients of their correspondence.
• Maintain agent records, ensuring all necessary and updated documentation is available.

Human Resources and Events

• Assist in recruitment processes if necessary.
• Update events on the company’s website.
• Refresh office flyers.
• Take photos and videos of office events.
• Take photos of new agents and create welcome posts.

Qualifications:

• Excellent interpersonal skills, organizational skills, customer service skills, and verbal communication skills
• High school graduate, G.E.D. recipient, or equivalent
• Comfortable taking telephone calls and mitigating stressful situations
• 1 year of experience as a receptionist, administrative assistant, guest service specialist, or similar position preferred
• Proficient computer skills and knowledge of Microsoft Office
• Bilingual, Spanish is a must

Compensation

$35,000 per year