Sales Center Admin Assist - Virtual Company
Ormond Beach, FL 32174
About the Job
Sales Center Administrative Assistant receives, greets and
accommodates all visitors to the Sales office in addition to receiving and directing incoming phone
calls. Must be able to answer inquiries and provides general information to the visitors, prospects,
and residents, i.e. amenities, community information, Ormond Beach area information and benefits
of living in The following duties will include but are not limited to:
1. Greet guests in a professional, welcoming and friendly manner.
2. All prospect guests must be registered using the company’s guest registration forms unless prior
registration has been completed within the last 90 days. Check to confirm if guest has previously
registered in both Sales Force and FAST Sales
3. Receptionist determines which sales associate is “up” according to strict rotation of Sales Associates on
active duty for the given day and maintains the “Up System” to implement the rotation and corresponding
registration policies. If there is doubt, please contact Sales manager via text, email or phone call. See
Up-System attached
4. Professionally answers all incoming calls and take messages. Ask for name and contact number before
transferring the call to Sales Associates
5. Prepares sales brochures and floor plan packets. Coordinates with marketing department to ensure
ample supply of brochures are on hand for customer packets as well as port folios for customer contracts
6. Keep log sheet for all walk-ins, appointments, return customers (be-backs), re-sale and property
management visitors/guests. Each morning, checks with the Sales Team to determine if any appointments
have been set or if they are expecting anyone (obtain names of anticipated guests)
7. All Sales Associates must advise the receptionist where they are going and who they are meeting before
leaving the sales office, no exceptions
8. Inspect what the cleaning crew have done twice a week and if anything needs additional attention, please
bring it up and leave a note for the cleaning staff
9. Issue “Resident Reward” certificates based on contracts. It must be inputted in Fast Sales and Sales Force
with certificate number notated
10. When authorized by Sales Manager, issue dining vouchers (one per Couple)- notate in Fast Sales and
Sales Force
11. Maintain the orderliness and appearance of sales office, main sales arena, conference rooms, kitchen and
restrooms. Make sure restrooms are properly stocked with toilet paper, soap and hand towels. After use
of the conference room, make sure the table is wiped cleaned and chairs are returned to proper place(s)
and any food/drink items are discarded. Keep kitchen orderly and make sure refrigerator is cleared of
food items from week to week (left over food items should be taken home or consumed weekly). Keep
refrigerator stocked with cold water. Keep kitchen door closed
12. Make sure sales office has sodas, cookies, coffee and water for prospects every day. Fresh cookies should
be made in small amounts (no more than 6) so there is a fresh baked cookie scent in our sales office
13. Make sure there are area magazines, newsletters and testimonial book on the coffee table that guests
could go through while they are waiting
14. Have ample supply of pre-made packets for customers and ensure there is fresh collateral in files per area
weekly (Friday’s) and match current pricing as shown on website with FAST Sales for,
OYL and Grand Haven; report any discrepancies to Sales Manager and FAST Sales Data Base Manager,
15. Update and readily have covenants and restrictions for sales team for contracts. Have a minimum of 5
HOA books made per area at all times
Initials: _______
JOB DESCRIPTION
Page 2 of 2 Rev.
16. Make sure the topo table is dusted every week
17. Performs routine but varied clerical work duties which include responsibilities such as sending and
receiving facsimiles, and/or overnight mail, scanning documents, posting U.S. mail and other related
duties, assisting Sales Associates, property management department and the re-sale department with
general clerical duties
18. Responsible to order necessary office supplies as needed as well as report any maintenance issues to
Corporate Office Manager
19. Maintain office work schedule of to include Sales Associates, weekend reception, and
ambassador coverage. Assist with providing ambassador coverage for other communities as requested
20. Keeps reception area orderly, use Windex daily on front door glass to remove fingerprints, make certain
entry area and steps are clean and free of dirt and debris.
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.