Receptionist at Hymac Real Limited

Job Summary

• The Receptionist serves as the first point of contact for clients, visitors, and prospective buyers in the real estate company.
• This role is responsible for creating a professional, welcoming, and organized front-desk environment while efficiently handling administrative, clerical, and customer service tasks.
• The Receptionist ensures smooth communication within the office and provides essential support to realtors, management, and clients.

Key Responsibilities
Front Desk & Client Relations:

• Greet and welcome visitors, clients, and partners in a professional and friendly manner.
• Answer, screen, and forward incoming phone calls, WhatsApp messages, and emails promptly.
• Provide accurate information to inquiries about properties, company services, and scheduled viewings.
• Direct clients to the appropriate staff or department for further assistance.
• Maintain a clean, organized, and professional reception area.

Administrative Support:

• Manage office correspondence, including letters, emails, packages, and couriers.
• Maintain property brochures, flyers, and promotional materials at the front desk.
• Schedule and confirm appointments, meetings, and property inspections.
• Update client contact databases, property listings, and office records as directed.
• Support the sales and marketing team with document preparation, filing, and reports.

Client & Realtor Support:

• Assist with registration of new clients and visiting realtors.
• Provide property information sheets and direct prospects to assigned agents.
• Record and maintain a visitor logbook for security and client follow-up.
• Handle initial complaints or inquiries and escalate to management where necessary.

Operational Duties:

• Monitor office supplies (stationery, front-desk materials) and place orders when needed.
• Ensure meeting rooms are properly set up for presentations or client meetings.
• Support event coordination for property launches, realtor trainings, or client meetings.
• Assist the HR/Admin team with onboarding new staff and general office coordination.

Key Performance Indicators (KPIs)

• Client satisfaction ratings and feedback.
• Accuracy and timeliness in handling calls, messages, and appointments.
• Proper maintenance of front-desk environment and client records.
• Efficiency in supporting sales/realtor teams with administrative tasks.
• Contribution to positive client experience and smooth office operations.

Qualifications & Skills
Education & Experience:

• Minimum ofB.Sc. in Business Administration, Public Administration, Secretarial Studies, or related field.
• 1–3 years’ experience as a receptionist, front desk officer, or customer service role (experience in real estate industry is an advantage).

Skills:

• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and basic computer literacy.
• Ability to handle sensitive information with confidentiality.
• Customer-service oriented with a friendly and approachable personality.
• Professional appearance and grooming.

Working Conditions:

• Standard office working hours, with occasional extended hours during property launches, events, or client inspections.
• Office-based role with daily interaction with clients, realtors, and company staff.