Receptionist/Administrative Assistant Job at Beacon Hill (Palm Beach)

Job Description

Leading Real Estate brokerage firm seeks to hire a Temp Reception/Admin for their Palm Beach, Florida office. Position starts April 2026. The temp duration is typically 6 weeks+. Possible conversion. This position will provide general administrative support to the Senior Managing Director, Office Manager and Agents. This opening requires in person work in the office for the following: 5 days per week Monday to Friday from 9:30am to 6pm with 60 mins unpaid lunch.

Job Responsibility

Answer and screen calls, take accurate messages, and provide information to callers using the main switch board at the front desk
Meeting and greeting staff, agents and office visitors
Calendar management for multiple conference rooms
Order, maintain, and restock inventory of office supplies, beverages and kitchen supplies
Back up to the Office Services Coordinator with processing outgoing USPS mail, UPS and messenger services
Prepare and type board packages, mailing labels, and other documentation
Provide general admin duties, such as, typing, filing, copying, faxing, mailings, etc
Work directly with the Office Manager to process transaction paperwork for sales and rentals including tracking and filing all vital paperwork and scanning checks as needed
Handle all office related invoices, submit to Office Manager and/or SMD for approval and Finance Department for payment as needed
Be proficient in all Corcoran’s proprietary systems to assist Agents who have questions or require assistance using those systems. These responsibilities include but are not limited to creation of marketing collateral, all listings data bases, search functionality & submission of deal documentation
Basic operational understanding of office printers and copiers, changing toners as needed
Update all new office exclusive listing activity and Issue weekly & monthly spreadsheet reports on exclusives
Attend all Sales Meetings and produce accurate minutes for meetings for distribution
Receive, sort and route mail, e-mail, voice messages accurately and efficiently to appropriate party
Back up to the Office Services Coordinator with processing outgoing USPS mail, UPS and messenger services
Assist with special projects as needed

Requirements

Bachelor’s degree or equivalent
may consider candidates without a degree given applicable work experience
1+ years of experience in a customer centric business environment with administrative duties
Proficiency in Microsoft Office Suite
Excellent interpersonal skills both verbal and written
Diligent with excellent organization skills
Ability to interact with both internal and external customers at all levels
Professional demeanor and ability to defuse difficult situations in a calm manner
Ability to prioritize and be flexible with changing business needs in a high-paced team environment
Physically able to bend, stoop, climb, walk, and lift & carry heavy objects (up to 20 lbs)

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Receptionist/Administrative Assistant

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