Property Management Receptionist

Job Description

Job Description

POSITION: Property Management Receptionist

DIVISION: Property Management

REPORTS TO: Director of Housing

CLASSIFICATION: Nonexempt, Full-Time

ABOUT US

APC’s mission is to end homelessness by providing housing and services to create communities where individuals and families who have experienced homelessness can build toward self-sufficiency. At APC, we believe we can better meet our mission by recruiting, training, and retaining a diverse and representative workforce, at all job levels, of the community we serve. Over 50% of APC’s employees have lived experience with homelessness. This experience, along with the many other skills and talents of our employees, strengthens our work. APC strives to recruit a racially and ethnically diverse workforce. We aim to provide a workplace that is for everyone and where everyone’s voice is heard.

PRIMARY FUNCTION

The Property Management Receptionist is responsible for handling reception and office support duties, including answering and directing phone calls, processing mail, directing visitors and deliveries, and providing administrative support as needed to Property Management and all departments as needed.

DESCRIPTION OF DUTIES

Administrative Support Duties:

• Oversee and carry out general reception duties, such as answering phones, interacting with residents and the public, receiving deliveries, sorting mail, assisting walk-in visitors, and monitoring employee whereabouts.
• Cultivate and uphold a welcoming and professional atmosphere for both visitors and staff in the reception area.
• Welcome and guide vendors, customers, clients, job applicants, and other guests, and coordinate transportation services as necessary.
• Manage incoming calls, take messages, and facilitate communication within and outside the organization.
• Provide administrative and clerical assistance to all departments.
• Coordinate Conference and Counseling Room bookings using established systems.
• Daily collection, sorting, and distribution of mail to various properties and departments.
• Maintaining front desk procedures and providing administrative support for special projects.
• Responsible for managing office equipment and supplies, such as copiers, fax machines, furniture, sound equipment, postage meters, and inventory maintenance. This includes assembling mailings and processing outgoing mail.
• Orders business cards.
• Oversee the cell phone program, including asset assignment and serving as the main point of contact for technical support from vendors.
• Manage vehicle registrations and insurance for company vehicles.
• Provide clerical and administrative support for the Community Engagement Process, which includes maintaining team membership lists, tracking attendance, preparing meeting documents, and posting meeting notes.
• Assist the Finance Director in processing all incoming checks and cash for various programs, ensuring accurate entry in the logbook.

Property Management Duties:

• Filing resident recertifications, worker orders, invoices, etc.
• Entering and closing work orders.
• Assisting with coding property management invoices.
• Receiving/receipting rental payments.
• Creating, mailing, and preparing notices for residences.
• Assisting with bi-weekly pest control scheduling and mailing out resident notices.
• Perform other duties as assigned.

QUALIFICATIONS & EXPERIENCE

• Must have 1 or more years of experience in an administrative office environment, including competency in basic office skills such as word processing and familiarity with office equipment
• Knowledge of Windows PC systems and computer literacy, including experience with word processing, spreadsheets, and local area networks (LANs)
• Excellent phone and personal communication skills for dealing with clients, staff, the Board, and the public professionally. Must be a team player, organized, and have the ability to work well and be detail-oriented.

ESSENTIAL FUNCTIONS & SKILLS

• Ability to work independently
• Ability to prioritize work and meet deadlines
• Ability to work effectively in high-stress situations
• Ability to be detail-oriented when handling checks and money.
• Ability to sit for long periods of time
• Good Interpersonal Skills; relating to guests, vendors, and staff in a professional manner.
• Good communication skills, including written and verbal
• Good phone manners and professional greetings to vendors and the public.
• Ability to learn new tasks and/or systems
• Ability to speak clearly
• Occasional lifting of 10-20 pounds

This job description does not promise or imply that the functions listed are the only duties to be performed or that the position may not change or be eliminated. Employees are always expected to follow their supervisor’s instructions and to perform the tasks requested by their supervisors.

BENEFITS OF JOINING THE APC TEAM

• Opportunities for professional development and growth are available within our organization.
• Full-time employees receive 100% paid medical premiums.
• Employees are provided with $50,000 in Life Insurance and Long-Term Disability coverage.
• 12 observed holidays throughout the year.
• 8 floating holiday hours, sick time accrual is set at 96 hours, and vacation accrual begins at 80 hours annually, increasing with tenure.
• Access to our Emergency Assistance Program (EAP) services.
• Receive a free AC Transit Easy Pass for public transportation.

APC values diversity and believes we can better meet our mission by recruiting, training, and retaining a diverse and representative workforce at all job levels of our community. Folks identifying as Black, Indigenous, People of Color, or LGBTQ are encouraged to apply for this position. APC is currently engaged in an organization-wide Racial Equity review and strategic planning process, guided by an external team of experts in collaboration with an internal working group that includes staff members from diverse backgrounds and job levels.

APC is proud to be an Equal Opportunity and Affirmative Action employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other status protected by law. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local law. Additionally, APC participates in the E-Verify program, as required by law.

APC is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or accommodation due to a disability, please let your recruiter know.