Job Description

Company Description

Monteith Abstract & Title Company, Inc., established in 1876 by A.M. Monteith, has a long-standing reputation for excellence. Since 1951, it has been owned and operated by the Turner family, maintaining a tradition of providing reliable services. The company offers abstracting, closing, and title insurance services to buyers, sellers, realtors, mortgage lenders, and builders. Dedicated to serving the Central Texas area, Monteith Abstract & Title Company prides itself on its commitment to professionalism and client satisfaction.

Position Summary

The receptionist is responsible for making a positive first impression on walk-in visitors and callers, directing them, routing callers to the correct destinations, handling inquiries from branch offices, and providing information about the organization. This position may open orders upon request. Our receptionist also provides general administrative and clerical support. The Receptionist is responsible for managing the front desk and providing administrative support to an escrow office. This role involves greeting clients, answering phones, handling mail, and assisting with various clerical tasks to ensure smooth operations. The ideal candidate will have excellent communication and organizational skills, along with a friendly and professional demeanor. 

Responsibilities

• Responds quickly to a multi-line telephone system; answers and routes calls appropriately
• Greets customers, vendors, job applicants, and other visitors in a courteous, friendly, and timely manner 
• Provides entry level administrative support including but not limited to typing, filing, copying, and coordinating calendars and closing schedules
• Sorts and routes mail, correspondence, packages, and messages for timely delivery to appropriate parties 
• Coordinates meetings and organizes catering for office lunches 
• Receipts incoming contracts and distributes copies to parties 
• Monitors stock of all office supplies and orders as needed, ensuring adequate stock levels. 
• Maintains and restocks reception area(s) and conference room(s); maintain the reception area, ensuring it is clean and welcoming. 
• Handle incoming and outgoing mail, including sorting, distributing, and preparing mailings. 
• Schedule and coordinate closing appointments 
• Assist with filing, scanning, and maintaining accurate records and documents. 
• Prepare and distribute memos, letters, and other correspondence as needed. 
• Serve as the first point of contact for clients, providing information and assistance as needed. 
• Respond to inquiries and provide basic information about escrow services. 
• Assist clients with completing necessary paperwork and forms. 
• Support escrow officers with various tasks, including data entry and document preparation. 
• Operate office equipment such as copiers, fax machines, and computers. 
• Utilize escrow software and systems to input and retrieve data. 
• Perform order entry of new contracts into escrow software
• Ensure the security and confidentiality of client information. 
• Performs other duties as assigned by supervisor 
• Adheres to company policies and guidelines 
• Undertake various job-related tasks as assigned, demonstrating flexibility and willingness to support the team’s objectives. 

Qualifications

EDUCATION 

• High school diploma or equivalent required. Some college coursework in Business, Administration, or related fields is preferred. 

EXPERIENCE 

• Previous experience in a receptionist or administrative role, preferably in a real estate or escrow office. 
• Familiarity with escrow processes and terminology is a plus.

SKILLS 

• Job Knowledge/Technical Knowledge: Demonstrates a sound working knowledge of current role and the technical systems, applications and equipment used in performing this role and understands the impact this role has on other business functions within the organization. 
• Communication: The ability to write and speak effectively using appropriate convention based on the situation; actively listens to others, asks questions to verify understanding, and uses tact and consideration when delivering feedback to others.
• Organization: Uses time efficiently by prioritizing and planning work activities. 
• Integrity and Respect: Demonstrates the utmost level of integrity in all instances and shows respect towards others and towards company principles.
• Judgment: Demonstrates ability to make independent and sound decisions in all situations.
• Teamwork: Shares key information with others involved in a project or effort, works in harmony to accomplish objectives, responds with enthusiasm to directives, and shows support for departmental and organizational decisions.
• Quality: Sets high standards and measures of excellence to ensure quality assurance in every aspect of work performed. 
• Accountability: Takes personal responsibility and ownership for adhering to all company policies and procedures while also completing work timely and in accordance with performance expectations. 
• Customer Service: The ability to demonstrate a series of activities designed to enhance the level of customer satisfaction.
• Interpersonal Communication: Writes and speaks effectively based on the psychological, relational, situation, environmental and cultural dynamics within the situation.
• Manages Change: Demonstrates effectiveness and flexibility with changing environments, responsibilities, tasks, and people. 
• Attention to Detail: Follows detailed procedures to ensure accuracy in the entry and reporting of data. 
• Problem Solving: Identifies and resolves issues timely by gathering and analyzing information skillfully. 

Work Hours/Schedule

• Monday through Friday 8:00 am to 5:00 pm
• Up to one hour lunch at approved time by manager 
• Overtime may be required as necessary for business

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