Receptionist

Job Description

Job Description

SUMMARY: The Receptionist is responsible for providing clerical and administrative support to optimize workflow procedures in the office. This role serves as the first point of contact for visitors, vendors, and contractors, and supports colleagues and executives by managing communications, scheduling, and documentation. The Receptionist maintains a clean and organized office environment and ensures a positive, solution-focused attitude in all interactions.

ESSENTIAL FUNCTIONS:

• Greet and assist all individuals entering the office space.

• Activate and deactivate the answering service at the beginning and end of each day.

• Handle phone calls, voicemails, and emails professionally.

• Receive payments via Square or check and issue receipts.

• Manage the conference room schedule using Outlook calendar.

• Distribute incoming mail, memos, and forms; process outgoing mail daily by 3 PM.

• Monitor and maintain the office supply inventory.

• Maintain key log and manage check-in/check-out of keys.

• Document resident encounters and proactively log relevant notes on the homeowner's AppFolio profile.

• Respond promptly to owner, resident, and vendor inquiries by phone, email, or in person. Reply within the same business day when possible.

• Create and track all resident-reported work orders in AppFolio.

• Confirm completion notes are entered into AppFolio once a work order is finished. Notify the homeowner with a summary of the work performed.

• Upload required documents to AppFolio and share them with all homeowners using the share function, so they appear under the Shared Documents tab.

• Report directly to the Assistant General Manager or General Manager with any questions on how to complete a task or assist a homeowner.

• Approach all duties with initiative, dependability, professionalism, and a positive attitude. Prioritize tasks and adapt well in a fast-paced environment.

• Handles boat docks and the maintenance trailer list for community use only

• Work side-by-side with Assistant General Manager, updating and organizing Storage Master Tracker.

• Maintain accurate association records, correspondence, and resident information in both physical and electronic filing systems. Follow company procedures and statutory recordkeeping requirements with close attention to detail.

• Enter and maintain homeowner vehicle information in AppFolio and myQ.

• Remove outdated homeowner and renter entries from myQ as changes occur.

• Create and distribute new homeowner welcome packets.

• Upload the board meeting schedule and association social events to the AppFolio calendar.

• Set up the meeting space and prepare materials and supplies for board meetings.

• Upload board meeting minutes to AppFolio provided by the Assistant General Manager.

• Maintain a current list of association vendors. Monitor license and insurance certificate expirations and request updated documentation before they expire.

• Assist with mailings, notices, and community announcements as directed.

• Help maintain the association's website and AppFolio with approved communications, forms, and notices.

• Organize the supply room as needed.

MINIMUM QUALIFICATIONS:

Experience and Education

• Proven work experience as a secretary or administrative assistant.

• High school diploma or GED required.

• Familiarity with office organization and optimization techniques.

Knowledge and Skills

• Excellent written and verbal communication skills.

• High degree of multi-tasking and time management capability.

• Integrity and professionalism.

Abilities

• Ability to maintain a positive, solution-focused attitude toward customers, vendors, contractors, and visitors.

• Ability to work independently and collaboratively.

• Ability to maintain confidentiality and professionalism.

Physical Demands

• Ability to lift up to 10 lbs.

• Extensive use of fingers for typing and visual use of the computer monitor.

• Work in an upright standing or sitting position for long periods of time.

• Ability to perform the physical nature of the tasks listed above.

Work Environment / Conditions

• Exposure to office equipment and supplies

• Day-to-day public contact.

• Frequently work at a fast pace, with constant interruptions.

OTHER: The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Management retains the discretion to review as duties and responsibilities change with business necessity periodically. Essential job functions and any other functions are subject to modification at any time, with or without notice. Seacrest Southwest is an equal-opportunity employer and drug-free workplace.

Disclaimer: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason

ADA: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990