First Columbia Community Managers - Community Management Receptionist

Community Management Receptionist

Company: First Columbia Community Managers Inc. (FCCMI)

Position Title: Community Management Receptionist

Hours: Part-Time

Program: WEX

Pay: $15-$16.00/hr

Business Services Rep: Jenelle Berrien

Number of Positions: 1

The Community Management Receptionist is a vital team member who serves as the first point of contact for clients, tenants, and visitors. This role encompasses a wide range of responsibilities aimed at providing excellent customer service, managing inquiries, and supporting the property management team with various administrative tasks. The ideal candidate will be professional, organized, and able to handle a dynamic work environment.

Key Responsibilities:

• Front Desk Management:
  • Greet visitors and tenants warmly, creating a welcoming atmosphere.
  • Answer phone calls promptly, directing inquiries to the appropriate team members.
  • Manage incoming emails, responding to general inquiries and forwarding specific issues to the relevant staff.
• Visitor Support:
  • Serve as the primary contact for visitor inquiries, providing information regarding properties, agreements, policies, and procedures.
  • Maintain visitor, employee, and department directories and logs.
  • Follow security procedures, such as monitoring the logbook and issuing visitor badges.
• Documentation Management:
  • Assist with the preparation of lease agreements, renewals, and other important documents, ensuring all necessary information is included and accurate.
  • Maintain organized and accurate filing systems for tenant files, lease agreements, maintenance requests, and other critical documents.
  • Ensure that all documentation complies with legal requirements and company policies.
• Office Organization:
  • Maintain a clean and organized reception area, ensuring that it is inviting and professional at all times.
  • Keep informational materials, brochures, and business cards up to date and well-displayed.
  • Order and maintain office supplies, ensuring that the reception area is fully stocked and operational.
• Communication:
  • Relay important messages and updates to property managers and staff to facilitate effective communication within the team.
  • Draft and distribute newsletters or notices to tenants regarding important updates, events, and community activities.
  • Foster a positive relationship with tenants, encouraging open communication and feedback.
• Administrative Support:
  • Provide general administrative assistance to the property management team, including filing, photocopying, and preparing reports.
  • Assist in processing rental applications, conducting background checks, and verifying tenant information as needed.
  • Support the team with special projects and initiatives, contributing to the overall efficiency of the office.