FRONT DESK ASSISTANT

Job Description

Job Description

The Management Trust
Position Title: Front Desk Assistant 
Location: Aurora, CO at Southshore 
Reporting To: General Manager
Status: Non-Exempt, Part-Time
Salary: $20 - 23/hourly DOE

COMPANY PROFILE:

The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients’ needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

EMPLOYEE OWNER POSITION PURPOSE:
The Front Desk assistant is responsible for providing exceptional customer service and quality administrative support in a fast-paced and high-volume environment. This key position interacts directly every clubhouse guest, caller, and employee. This individual is often the first voice and face of The Management Trust, and therefore critical to the overall success of the office. The primary focus at all times is delivering a consistent, quality experience to everyone who comes in contact with reception.

JOB DUTIES AND RESPONSIBILITIES:
• Answer incoming phone calls quickly, warmly, and professionally
• Check voicemails throughout the day and route correctly
• Check and respond to emails throughout the day.
• Stand, smile, and Greet visitors and ensure adherence to Company and Community policies regarding sign-in/out logs, visitor badges, and guests being accompanied by an employee.
• Provide forms and other community paperwork to residents.
• Take food orders and relay them to the café.
• Accept credit/debit payments from residents via CSI/POS for café orders, fitness classes, etc.
• May occasionally assist the café manager in preparing and distributing orders
• Light café duties such as making smoothies, lattes, coffee, and heating up premade meals for residents.
• Cleaning duties to include high touch/high traffic areas, reception, café, and other areas as directed by Management.
• Accept all homeowner paperwork and distribute to the appropriate critical path partner.
• Provide residents with community access items: RFID tags, stickers, fobs, etc. and provide registration paperwork to CSS for processing.
• In the absence of the CSS, assist homeowners with questions regarding their account balances, create/distribute web portal logins, provide confirmation on paperwork received.
• Goes the extra mile for residents and guests by offering to make reservations, find directions, look up phone numbers, etc.
• Uses time efficiently throughout shift by checking equipment, pool areas, inventory, etc.
• Ensures proper coverage when it’s necessary to leave the front desk area.
• Complete data entry into Vantaca and various other software programs relating to homeowner contact information.
• Process daily incoming mail, prepare for distribution, and post outgoing mail
• Attend each copy/supply station daily; this includes filling all copiers with paper, making sure forms are available in designated locations, and that all relevant supplies are on-hand (i.e. pens, paper clips, staples, etc.) Report inventory shortages to CAM.
• Maintain clubhouse inventory, provide monthly inventory report to CAM.
• Monitor the office machines and either service when needed (i.e. if the machine is out of ink) or coordinate appropriate vendor support
• Alert CAM/I.T to issues related to phones, or other potentially disruptive matters in the reception area
• Arrange for backup support for planned absences, with supervisor approval.
• Informs co-worker(s) of pertinent information at the end of the shift verbally and through email.
• Informs CAM of any resident, guest, or facility issues.
• Enrolls residents and guests in programs when applicable.
• Assists staff with lifting and storing facility equipment, furniture, and products to help maintain facility.
• Is accountable for knowing the daily events and class calendar. Assists Lifestyle Director and Assistant with setting up clubhouse rooms for meetings, activities, and events.
• Assists in setting up fitness rooms for classes.
• Maintain a clean and well-organized reception area.
• Maintain current records (i.e. contact lists) for the reception desk.
• Other duties and special projects as assigned by Management.

QUALIFICATIONS:
• Experience in reception and customer service preferred
• High School Diploma (or equivalent)
• Proficiency in administrative support – generally 1-3 years
• Solid knowledge OF Microsoft Outlook, Excel, and Word; intermediate skills a plus
• Conflict resolution skills
• Food handling card required
• Ability to meet deadlines and address time-sensitive issues
• Superior multi-tasking skills
• Excellent written and verbal communication
• Ability to provide high-level customer service with astute attention to detail and organization
• Must be a team player
• Ability to manage workflow amid shifting priorities
• Willing to learn Company process and procedures, and learn/use proprietary software
• Adaptable and dependable with a solid attendance record
• Professional and respectful demeanor with all internal and external customers at all times

ESSENTIAL FUNCTIONS:
• Use standard office equipment, including: computer, phone, copier/scanner, etc.
• Be stationary for periods of time
• Relocate up to (40) pounds

SUPERVISES OTHERS? IF SO, LIST:
• None

SCHEDULE & TRAVEL:
•Shift will vary from AM or PM, days of the week will depend on business needs. Must be available on weekends.

• This position may require occasional long hours to meet business needs

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.

TMT reserves the right to modify this job description at any time based on business need.