PT Front Desk Administrator

Fort Lauderdale hosts a development project supported by Douglas Elliman Development Marketing. This part-time Front Desk Administrator role centers on weekend reception and administrative support, acting as the first point of contact and coordinating with the Sales Director and Marketing team to ensure smooth daily operations.

Job Details

• Location: Fort Lauderdale, FL (onsite)
• Compensation: USD 25 per hour
• Schedule: Part-time; weekend availability
• Experience: Minimum 1 year
• Education: College graduate

Responsibilities

• Provide office support to help the Project Office run efficiently and effectively
• Receive, direct, and relay telephone and fax messages; route general inquiries to the appropriate staff
• Greet visitors and the general public and manage guest flow
• Collect, deliver, and distribute mail and general correspondence
• Maintain the filing system and file all correspondence
• Assist in planning and coordinating meetings, conferences, and conference calls
• Monitor stock of office supplies and project marketing collateral; reorder as needed
• Provide office and secretarial support and maintain a tidy work area
• Develop and maintain current project sales file systems
• Track the use of supplies and equipment; coordinate repair and maintenance as required
• Answer incoming calls, address inquiries, redirect calls as appropriate, and take messages when necessary
• Prepare coffee and refreshments for staff and visitors
• Support the Sales Director and Marketing staff as requested
• Provide administrative services for Sales Director and Sales Executives
• Update floor books with floor schedules; track registrations and enter into e-condo
• Register walk-ins and phone inquiries on registration sheets and input data into e-condo
• Maintain conference room schedule
• Maintain a weekly master event calendar and back up data in Dropbox
• Maintain monthly master project contact list
• Produce daily, weekly, and monthly traffic and sales reports
• RSVP management, including collecting emails and RSVP counts
• Assist with event setup, including coordination with Sales Director, Marketing Associate, and caterers
• Coordinate parking procedures before and on event days
• Attend guest sign-in, collect business cards, and enter into e-condo within 48 hours under the event name and title
• Assist with giveaways, manage inventory before, during, and after events
• Be flexible with hours during events and special occasions

Requirements

• College graduate; experience in front desk administration and accounting preferred
• Luxury hospitality background preferred
• Determined with a strong work ethic and positive attitude
• Team player with resourcefulness and attention to detail
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook
• Ability to learn and master computer programs or devices as needed
• Ability to thrive in a fast-paced environment

Technologies

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Dropbox
• e-condo

General Description

The Front Desk Administrator reports to the Executive Vice President of DEDM and serves as the primary point of contact for the organization. This role manages the flow of visitors and general inquiries while ensuring administrative tasks are completed accurately and in a timely manner. The position aims to support smooth coordination across the development project through effective communication and organized office operations.

Essential Functions

• Provide office support to ensure project office efficiency
• Handle telephone and fax messages, direct inquiries, and route to appropriate staff
• Direct the general public to the correct staff member and greet visitors
• Manage mail, general correspondence, and filing; maintain tidy office
• Assist in planning meetings, conferences, and calls; maintain supplies and equipment
• Provide office and secretarial support; monitor usage of resources and coordinate repairs
• Perform receptionist duties, answer calls, and take messages as needed
• Support Sales Director, Executives, and Marketing staff; update schedules and registrations in e-condo
• Maintain conference room schedule and master event calendar; back up data in Dropbox
• Produce and maintain traffic and sales reports and master contact lists
• RSVP management and event setup coordination for staff and caterers
• Coordinate parking and guest sign-in; manage giveaways and inventory

For Events

• RSVP management: collect emails and RSVP counts
• Event setup: assist Sales Director, Marketing Associate, and caterers with setup and prep
• Parking coordination prior to and on event day
• Guest sign-in: collect business cards and enter into e-condo within 48 hours under event name and title
• Giveaways: assist with assembly, distribution at events, and inventory tracking
• Hours may vary during events or special occasions