Receptionist/Administrative Assistant
About The Position
The Receptionist/Administrative Assistant facilitates the administrative functions of the corporate office, answers inbound calls when possible, and provides consistent customer service. The role is an integral part of the office team and supports daily office functions. Duties may extend beyond those listed in the job description. The position involves greeting homeowners, vendors, and guests; following up by email and voicemail on client concerns; assisting residents; keeping the workplace organized; monitoring email; supporting lease and in-person payment intake; and assisting with gates and fobs. The receptionist also handles incoming and outgoing correspondence, mail distribution and processing, mass mailings, late notices, statements, homeowner packets, file maintenance, data entry, and other clerical and administrative needs. The role requires administrative knowledge, decision-making ability, basic arithmetic and comfort working with financial information, communication skills, and the ability to remain composed in stressful situations, including interactions with residents and vendors. Work is indoors, and the role may require working up to 40 hours per week as needed.
Requirements
- High school diploma acceptable.
- One to two full years of employment in a related position.
- Knowledge of the administrative profession.
- Ability to make decisions and determine a course of action.
- Ability to work with and understand financial information and data and perform basic arithmetic.
- Communication skills.
- Ability to work well in stressful, high-pressure environments and maintain composure when dealing with residents and vendors.
- Excellent reading and writing abilities for guest communications and administrative responsibilities.
- Ability to work up to 40 hours per week as needed.
Nice To Haves
- Two years of post-high-school education preferred.
Responsibilities
- Answer and distribute calls; greet homeowners, vendors, and guests professionally and promptly.
- Follow up by email and voicemail to help ensure client concerns are addressed and satisfied.
- Assist residents as needed.
- Keep the workplace neat and organized.
- Monitor and distribute emails as needed.
- Assist with intake of leases and payments made in person.
- Assist with gates and fobs as needed.
- Assist with incoming and outgoing correspondence, including opening and distributing mail, mass mailings, late notices, statements, returned mail, and homeowner packets.
- Maintain necessary files in an organized manner and assist with office filing.
- Assist with clerical and administrative needs, including data entry for certificates of insurance, homeowner information sheets, parking, and related items.
- Keep the Office Manager informed of problems or unusual matters of significance.
- Perform duties in a timely and efficient manner under company policies and procedures.
- Maintain cooperative working relationships with other company employees.
- Perform special projects and other assigned responsibilities.
- Participate in task forces and committees as required.
- Attend company-sponsored functions.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
