Receptionist

Clerical Office Assistant

This position performs a variety of clerical functions including answering phones, greeting visitors to the office, setting appointments and performing other general office tasks to support management, office staff and sales associates.

Job duties and responsibilities may vary depending on the size and function of the office/department.

1. Operate multiple-call telephone console and route calls to the appropriate person(s) or location; ensure callers are not on "hold" for long periods of time. Greet visitors; notify person(s) being visited. Be at or close to receptionist area when guests are expected, or go to reception area immediately upon notification that guests have arrived. Maintain the appearance of the reception area and other areas, as assigned. (60-70%)

2. Operate office equipment and check fax machines routinely. Sort and distribute mail; sign for delivery packages and certified mail and notify recipients in a timely manner. Prepare outgoing mail. (15-20%)

3. Perform light computer work; maintain correspondence, appointments and data files, may enter MLS listings, compile information packets and rosters; prepare routine reports; coordinate meeting room schedules. (15-20%)

4. Act as backup to other staff and assist and support sales associates and management as needed. (5-10%)

5. Order supplies, maintain inventories and printed materials. May prepare monthly relief receptionist schedule and train relief receptionists. (5-10%)

6. May open and close the business office. (0-5%)

7. Perform any additional responsibilities as requested or assigned. (0-5%)

Performance expectations:

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers, and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly and following good safety practices in all activities.

Qualifications:

• High school diploma or equivalent work experience and knowledge.

Experience:

• Three to six months prior receptionist and office experience.

Knowledge and skills:

• Knowledge of real estate, title and/or mortgage business helpful.
• Ability to handle multiple line telephone console with courtesy and professionalism.
• Ability to sit for long periods of time answering a busy telephone console.
• Strong computer and keying skills; proficient in Microsoft Word and Excel. Typing speed of 45-60 w.p.m.
• Ability to work independently and to prioritize and handle multiple tasks and projects concurrently.
• Excellent customer service and interpersonal skills.
• Effective oral and written communication skills.

Wage: $17 - $18 hourly; actual wage is based upon education and experience.

Benefits: Full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.