Receptionist-Property Management

PathStone Corporation•Town of Henrietta, NY

1d•Onsite

About The Position

The Receptionist is responsible for providing administrative support to ensure efficient operation of the office. This role will involve various tasks including answering phone calls and messages, managing documents, a variety of clerical duties, and assisting with day-to-day tasks. The Receptionist plays a crucial role in maintaining organization and facilitating smooth communication within the office by providing overall reception functions, administrative, and clerical support to office staff efficiently and in a professional manner.

Requirements

High school diploma or equivalent
Excellent verbal and written communication skills.
Strong organizational and time management skills with the ability to prioritize tasks.
Attention to detail and problem-solving skills.
Ability to manage time efficiently and work independently and with a team.
Must demonstrate ability to review and process information to determine what it means, how it fits together, and how to respond to it.
Customer service and interpersonal skills to interact with tenants, applicants, and prospects.
Attention to detail to ensure that all tasks are completed on time and to satisfaction.
Must have technical and interpersonal skills, with familiarity and/or experience with office equipment including computer, phone systems, fax, copier, and postage meters.
Well organized, self-motivated, dependable, and professional demeanor.
Ability to handle multiple tasks and work well under pressure while remaining calm and tactful.
Ability to define problems, collect data, and establish facts
Strong communication skills with the ability to show genuine concern for participants and always conducts oneself appropriately and professionally.

Nice To Haves

Previous experience in administration or property management are a plus.
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Yardi, property management software is a plus.
Customer service experience is a plus.
Knowledge of basic accounting principles is a plus.
The ability to speak both English and Spanish is a plus.

Responsibilities

Answer and direct phone calls in a professional and courteous manner; records and relays messages to appropriate personnel.
Greet visitors and provide routine information on a regular basis with a positive and helpful approach.
Maintain confidentiality and security by following procedure.
Maintain office filing system and ensure documentation is accurately filed and easily accessible.
Assist in the preparation and distribution of applications, leases, requests, notices, and other property-related documents.
Process and distribute documentation and requests received to appropriate personnel.
Assist residents and prospects with requests and provide requests to the appropriate personnel.
Enter work order requests into property management software.
Entering invoices for payment as directed by supervisor.
Provide administrative support as needed, including drafting correspondence and preparing other documents or reports.
Maintains log of incoming checks, provides payment receipts, and ensures that checks are secure until delivered to the appropriate person for processing.
Coordinate and maintain office supplies inventory, anticipating needed supplies, and placing orders accordingly.
Handle incoming and outgoing mail and packages, including sorting, distributing, and shipping as necessary.
Monitors postage usage and submits quarterly invoice for processing as needed.
Assist in organizing and coordinating office events, meetings, or conferences.
Perform general clerical duties, such as photocopying, scanning, faxing, and data entry.
Liaise with internal and external customers in a professional and courteous manner.
Must be punctual and a team player who works well with all departments.
Must complete all work assigned and meet deadlines as required.
Interacts with various internal and external stakeholders as needed, including tenants.
Completes special projects as assigned and prioritized.
Performs other duties as assigned.