Receptionist

Receptionist Position

Primary Objective of Position: To facilitate the administrative functions of the corporate office. The Receptionist shall take all inbound calls when possible and present a consistent level of customer service with each caller. The role serves as an integral part of the office team and its daily functions. Essential Functions:

• Answer all calls, and distribute as needed, greet homeowners, vendors, and guests in a professional and timely manner.
• Follow up with email and voicemail to ensure clients concerns have been addressed and satisfied
• Assist residents as needed
• Ensure workplace is kept neat and organized
• Monitor and distribute emails as needed
• Assist with Intake of Leases
• Intake of Payments made in person
• Assist with gates and fobs as needed.
• Assist with all incoming and outgoing correspondences.
• Open and distribute all incoming mail
• Assist with all mass mailings
• Mail out late notices, statements, etc.
• Process all returned mail & file unidentified returns
• Prepare homeowner packets for mailing
• Maintain all necessary files and in an organized manner
• Assist will all office filing if applicable
• Assist with all clerical and administrative needs.
• Assist with data entry
• Certificate of Insurance
• Homeowner Information Sheets
• Parking, etc.

Non-Essential Functions:

• Keep the Office Manager promptly and fully informed of all problems or unusual matters of significance.
• Perform all duties and responsibilities in a timely and efficient manner in accordance with established Company policies and procedures to achieve the overall objectives of this position.
• Maintain a favorable working relationship with all other Company employees to foster and promote a cooperative and harmonious working climate.
• Perform special projects and other responsibilities as assigned.
• Participate in task forces and committees as required.
• Attend Company sponsored functions.

Knowledge and Skills:

Education: High School diploma acceptable. Two years post high school education preferred.

Experience: One to two full years of employment in related position.

Skills & Abilities: Requires knowledge of administrative profession.

• Bilingual preferred
• Requires ability to make decisions and determine a course of action.
• Must be able to work with and understand financial information and data, and basic arithmetic functions.
• Must possess communication skills.
• Must work well in stressful and high-pressure environment.
• Must maintain composure while being confronted by residents and vendors.

Tools and Equipment:

• Telephone
• Computer
• Facsimile Machine
• Calculator
• Keys
• Photocopier

Physical Job Requirements for essential functions only:

• Limited lifting, pushing, pulling, and carrying is required in order to move boxes - approximately 1% of essential job function.
• Limited bending and kneeling is required when arranging supplies or equipment approximately 1% of essential job function.
• Mobility needed to move about the complex between offices approximately 2% of the time.
• Work environment: 100% of time is spent indoors.
• Hearing is critical to communicating by telephone and assisting guests.
• Vision is critical to completing the numerous administrative responsibilities.
• Speech is critical to communicating with guests, employees, and clients.
• Written guest communication and administrative responsibilities require excellent reading and writing abilities 100% of the workday.
• Must be able to work between 40 hours each week as needed.