ABOUT HERITAGE CLOSING FIRM

Heritage Closing Firm is a leading real estate closing firm dedicated to providing exceptional service to our clients. We are seeking a professional and organized Receptionist to join our team and contribute to our commitment to excellence.

JOB SUMMARY

We are looking for a friendly, detail-oriented, and customer-focused Receptionist to serve as the first point of contact for our clients. The ideal candidate will manage front desk operations, provide excellent customer service, and support the smooth execution of real estate closings.

Qualifications

• Education: High school diploma or equivalent; additional education or certification in office administration is a plus.
• Experience: Previous experience as a receptionist, administrative assistant, or in a customer-facing role preferred, ideally in real estate, title, or a related industry.
• Skills:
• Exceptional verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with office management software.
• Ability to handle sensitive and confidential information with discretion.
• Friendly and professional demeanor with a customer-first mindset.
• Attributes: Reliable, punctual, detail-oriented, and able to work in a fast-paced environment.
• Availability: Must be available to work Monday through Friday, 8:00 AM - 5:00 PM, with a one-hour lunch break

• Answer and Direct Phone Calls: Handle incoming calls promptly and professionally, routing them to the appropriate team members or taking detailed messages as needed.
• Greet Clients for Closings: Welcome clients and visitors warmly, ensuring a positive first impression, and guide them through the check-in process for real estate closings.
• Open and Manage Files: Accurately open new client files in our system, ensuring all necessary documentation is collected and organized for processing.
• Provide Excellent Customer Service: Respond to client inquiries with professionalism, addressing concerns or escalating issues as needed to ensure client satisfaction.
• Schedule Appointments: Coordinate and confirm appointments for closings, consultations, and meetings, maintaining an organized calendar.
• Maintain Office Organization: Keep the reception area clean, organized, and professional, and assist with general office tasks such as sorting mail and ordering supplies.
• Support Closing Team: Assist with preparing closing documents, scanning, and filing paperwork, and ensuring all materials are ready for client meetings.
• Data Entry and Record Keeping: Input client information into our database with precision and maintain accurate records for all transactions.
• Collaborate with Team Members: Work closely with title officers, closers, and other staff to ensure seamless operations and client experiences.

Qualifications

• Education: High school diploma or equivalent; additional education or certification in office administration is a plus.
• Experience: Previous experience as a receptionist, administrative assistant, or in a customer-facing role preferred, ideally in real estate, title, or a related industry.
• Skills:
• Exceptional verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with office management software.
• Ability to handle sensitive and confidential information with discretion.
• Friendly and professional demeanor with a customer-first mindset.
• Attributes: Reliable, punctual, detail-oriented, and able to work in a fast-paced environment.
• Availability: Must be available to work Monday through Friday, 8:00 AM - 5:00 PM, with a one-hour lunch break.