Receptionist, Short Term Housing

Camba•Brooklyn, NY

6d•Onsite

About The Position

The Receptionist/Office Manager will be responsible for handling in-coming calls from providers, welcome new clients and connect them with appropriate staff, prepare purchase request for program and office related purchases, maintain an inventory of items purchased, communicate with CAMBA’s purchasing department and vendors to monitor delivery, etc. In addition, this staff will be responsible for scheduling Residential Aides and/or Security Guards to maintain 24 hours coverage in the congregate facility. Could assist with collecting client documents and data entry of client information and services into eSHARE. This includes all demographic information, services provided to clients and Primary Care Status Measures. Ensure that vacant rooms in congregate have the items necessary to receive new clients. Complete monthly utility bills Take or deliver messages or transfer calls to voicemail when appropriate personnel are unavailable. Answer questions about organization and provide callers with address, directions, and other information. Welcome onsite visitors, determine nature of business, and announce visitors to appropriate personnel. Monitor visitor access and issues passes when required. Update appointment calendars. Receive, sort, and route mail, and maintain and route publications. Maintain fax and copy machines, assist users, send faxes, and retrieve and route incoming faxes. Maintain the professional appearance of the receptionist’s area. Create and print fax cover sheets, memo, correspondence, report, program marketing materials, and other document when necessary. Perform other clerical duties as needed, such as filing, photocopying, and collating. Prepare and sort source documents and identify and prepare data to be entered. Contact preparers of source documents to resolve questions, inconsistencies, or missing data. Could assist completing rent logs. Other duties as assigned.

Requirements

Sufficient education and technical expertise to comprehend written and oral instructions (work orders)
Basic math to accomplish maintenance tasks and to document accomplished tasks
Two (2) years of relevant work experience, preferably in a mid-sized (250+ employees) organization
Basic analytical & math skills
Good written & verbal communication, and interpersonal skills
Proficiency in Outlook, Word, and Excel
Computer literacy in other Microsoft Office Suite products

Nice To Haves

Bilingual in Spanish

Responsibilities

Handling in-coming calls from providers
Welcome new clients and connect them with appropriate staff
Prepare purchase request for program and office related purchases
Maintain an inventory of items purchased
Communicate with CAMBA’s purchasing department and vendors to monitor delivery
Scheduling Residential Aides and/or Security Guards to maintain 24 hours coverage in the congregate facility
Assist with collecting client documents and data entry of client information and services into eSHARE
Ensure that vacant rooms in congregate have the items necessary to receive new clients
Complete monthly utility bills
Take or deliver messages or transfer calls to voicemail when appropriate personnel are unavailable
Answer questions about organization and provide callers with address, directions, and other information
Welcome onsite visitors, determine nature of business, and announce visitors to appropriate personnel
Monitor visitor access and issues passes when required
Update appointment calendars
Receive, sort, and route mail, and maintain and route publications
Maintain fax and copy machines, assist users, send faxes, and retrieve and route incoming faxes
Maintain the professional appearance of the receptionist’s area
Create and print fax cover sheets, memo, correspondence, report, program marketing materials, and other document when necessary
Perform other clerical duties as needed, such as filing, photocopying, and collating
Prepare and sort source documents and identify and prepare data to be entered
Contact preparers of source documents to resolve questions, inconsistencies, or missing data
Assist completing rent logs
Other duties as assigned