Front Desk - Part Time

HOATalent•McLean, VA

About The Position

Keymont Community Management, at the Board’s direction, effectively manages the property. The Managing Agent will assume all responsibilities associated with accomplishing property objectives as set forth by the Association’s Board of Directors and GHCM’s Management Agreement. The Front Desk Concierge conducts all business in accordance with the Association’s governing documents and GHCM’s established policies and procedures, all Federal, State, and County Fair Housing Laws, American with Disabilities Act, and all other laws about housing. The Concierge is responsible for answering all incoming calls to the community, greeting guests and owners/residents, directing traffic flow, and providing Owner/Resident services (such as package acceptance, key sign-outs, etc.). This position is highly visible and requires a completely professional effort - both in presentation and in dress.

Requirements

A High School Diploma or equivalent is required.
Maintain full working knowledge of all Association operating policies and procedures.
Knowledge of Microsoft Office systems, including but not limited to Outlook, Excel, and Word.
General knowledge of Internet use and using Internet browsers, including changing/creating passwords and security question answers, bookmarking web addresses, and use of the community’s website/web product if applicable.
Ability to complete general office duties.
Ability to hear and speak well enough to converse verbally over the phone and in person (expressing or exchanging ideas by means of the spoken or written word).
Ability to interpret, evaluate, and communicate detailed written or verbal instructions to others accurately and easily.
Able to see well enough to use the computer effectively and read written communications.
Ability to lift, push, pull, or carry up to 40 pounds for the dissemination of documents, supplies, materials, packages, etc. to various locations throughout the office/facility.
May be required to climb stairs depending on the property structure.

Responsibilities

Ensure proper shift transition to include reading of memo notes, and inventory of packages and keys.
Meet all reporting deadlines as assigned.
Maintain an activity calendar to ensure that tasks are completed.
Answer all incoming calls with a greeting (“Good Morning/Afternoon/Evening”), the name of the property, your name, and “Can I help you?”. Calls are to be promptly dispatched to the appropriate party and messages taken are to be accurate, noting the date, time, name, and number of the caller. Lastly, the caller is to be thanked.
Help prepare community correspondence (notices, newsletters, etc.) to be proofed, finalized, and approved by the Portfolio or Community Manager if requested.
Maintain all files and records in accordance with GHCM’s policy and standard business practice.
Review mail, outside correspondence, and inter-company correspondence.
Provide clerical assistance such as typing, filing, writing of reports, closing out daily reports, etc. as requested.
Performs any additional duties assigned.
Maintain a positive customer service attitude.
Promote goodwill among owners, residents, coworkers, and contractors/vendors.
Maintain a well-stocked hospitality corner, if applicable, to include an ample supply of coffee, candy, cookies, etc.
Be familiar with the surrounding areas in order to provide directions and/or information on nearby shopping, restaurants, transportation options, bus schedules, etc.
Oversee the distribution of Common Area Keys and Equipment - In order for an Owner/Resident to avail themselves of keys to any common areas they must sign the Key Register Log and leave an identification card (e.g., driver’s license, government employee card, or any picture ID, etc.) to ensure that the key is promptly returned. Proper ID is also required when borrowing equipment, e.g., remote controls, bellman’s cart, etc.
Oversee the distribution of Unit keys. If the management office or front desk holds a copy of unit keys, those keys may be distributed according to the Association’s policy. At the desk keys should be securely stored in a key cabinet or similar. Owners/Residents who are locked out may borrow keys, providing they have a valid picture ID to verify their current ownership/residency. To do so, they must sign for the keys according to the Association’s procedures and return them immediately.
Accept and distribute packages and deliveries according to the Association’s procedures. This includes logging in each item, clearly marking the unit number and date on the package, storing the items securely, and notifying the appropriate person of the delivery.
If applicable, coordinate selected personal services on behalf of the Owner/Resident. Such services include party planning and catering, dry-cleaning, laundry, shoe repair, maid service, car washing, carpet and upholstery cleaning; grocery shopping; travel and limousine arrangements, dinner arrangements, printing, floral services, gift purchasing and wrapping, package mailing (UPS and Federal Express), wake-up calls etc. Identify appropriate vendors to perform these services as needed.
Implement the Association’s and GHCM’s policies and procedures regarding Rules and Regulations.
Assist with the creation and planning of building activities.
Ensure that all Owner/Resident requests and issues are handled in a timely manner and on a priority basis per policy (emergencies first; thereafter, first-come, first-served basis).
Be aware of the conditions of the lobby and common areas. Report all items that need repair/replacement to your supervisor
Assist with repair order/service request follow-up, e.g., monitoring tickets awaiting parts, ensuring satisfactory completion of repairs.
Assist with supervising contractors. Distribute keys to contractors as needed.
Dispatch Emergency Maintenance Orders - After the office closes all maintenance requests are handled by the concierge staff. Every maintenance request is to be recorded according to the Association’s procedures. Non-emergency requests are to be deferred until the following day. Emergency requests must be communicated to the appropriate person. A list of what constitutes as an emergency will be provided.
Provide timely, essential feedback in emergencies and follow-up via written Incident or Accident Reports.
Report all items to your supervisor that negatively impact a property’s curb appeal: inappropriate window coverings (e.g., sheets, blankets), abandoned/inoperable vehicles, bicycles, etc.
Inform your supervisor of any security-related issues or noise complaints. Keep written records of these items and complete Incident Reports when necessary.

Benefits

KCM stands out with unique perks and benefits, such as the full coverage of manager education, including CAI.
We prioritize work-life balance through flexible work arrangements, including work-from-home options and flexible hours.

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