Director of Communications

JOB SUMMARY:

Our Director of Communications is responsible for making a positive first impression on walk-in visitors and callers, as well as directing visitors and routing callers to correct destinations. S/He handles inquiries and provides information about the organization. This position is also responsible for ordering supplies and handling maintenance requests. Our Director of Communications also provides general administrative and clerical support.

DUTIES & RESPONSIBILITIES:

• Responds quickly to a multi-line telephone system; answers and routes calls

• Greets customers, vendors, job applicants, and other visitors in a courteous, friendly, and timely manner

• Sorts and routes mail, correspondence, packages, and messages for timely delivery to appropriate parties

• Opens physical closing file including order info sheet 

• Schedules closings to be completed by employee (communicating with all parties date/time/location/any requirements at closing)

• Coordinates and sends mail-out closing packages, track return shipping 

• Confirms closings with all parties for ALL closings (buyer, seller, listing agent, selling agent, lender) 

• Closes out files and ships recordings, invoices, and lender packages if applicable

• Writes hand-written thank you notes to non-directing agent/client on all transactions 

• Coordinates meetings and organizes catering

• Maintains reception area(s) and conference room(s); keeps areas tidy

• Responsible for ordering and stocking offices supplies – including kitchen/break room items

• Responsible for arranging courier(s) as needed

• Handles maintenance requests for equipment and office space

• Performs other duties as assigned by supervisor

• Adheres to company policies and guidelines

QUALIFICATIONS

EXPERIENCE: One (1) years of relevant experience and/or training is preferred.

EDUCATION: A High School Diploma is required.

CERTIFICATIONS, LICENSES, INSURANCE: No certifications, licenses, or insurance are required.

KNOWLEDGE: Preferrably one year of escrow and title experience, but not required for this position.

SKILLS

Adaptable: displays the capability to adapt to new, different, or changing requirements

Attentive to details

Business fundamentals: has a fundamental knowledge of the organization and the industry; understands the importance of one’s role in the functioning of the company and the potential impact one’s performance can have on the success of the organization

Critical thinking: uses logical thought processes to analyze and draw conclusions

Customer focused: actively looks for ways to identify market demands and meet customer or client needs

Decision maker: applies critical thinking skills to solve problems encountered in the workplace Dependable and reliable: displays responsible behaviors at work

Initiative: demonstrates a willingness to work and seeks out new work challenges

Integrity: treats others with honesty, fairness and respect

Mathematics: uses mathematics to solve problems

Planning and organizing: plans and prioritizes work to manage time effectively and accomplish assigned tasks

Problem solver: applies critical thinking skills to solve problems by generating, evaluating, and implementing solutions

Professional: maintains a professional demeanor at work

Proficient in English Reading: understands written sentences and paragraphs in work-related documents; applies what is learned from written material to work situations

Respectful: works effectively with those who have diverse backgrounds

Team player: works effectively with others

Technology: uses information technology and related applications to convey and retrieve information; demonstrates strong computer/typing skills in Microsoft Office, email programs, and internet browsers

Telephone skills, including a pleasant phone voice and etiquette

Verbal communication: maintains open lines of communication with others

Writing: uses standard English to clearly communicate thoughts, ideas, and information in written form

NOTE: Skills list resourced in part from Common Employability Skills, National Network of Business and Industry Associations, 2014. Print and online at: http://www.nationalnetwork.org/wpcontent/uploads/2015/05/Common_Employability_Skills-03-30-152.pdf.