Receptionist-Property Management

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    "requisitionDescription": "<div><div><p><br></p><p id=\"isPasted\"><strong>Position Summary</strong></p><p>The Receptionist is responsible for providing administrative support to ensure efficient operation of the office.</p><p>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.&nbsp;</p><p>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.</p><p><br></p><p><strong>Essential Functions</strong></p><p>Answer and direct phone calls in a professional and courteous manner; records and relays messages to appropriate personnel.</p><p>Greet visitors and provide routine information on a regular basis with a positive and helpful approach.</p><p>Maintain confidentiality and security by following procedure.</p><p>Maintain office filing system and ensure documentation is accurately filed and easily accessible.</p><p>Assist in the preparation and distribution of applications, leases, requests, notices, and other property-related documents.</p><p>Process and distribute documentation and requests received to appropriate personnel.</p><p>Assist residents and prospects with requests and provide requests to the appropriate personnel.</p><p>Enter work order requests into property management software.</p><p>Entering invoices for payment as directed by supervisor.</p><p>Provide administrative support as needed, including drafting correspondence and preparing other documents or reports.</p><p>Maintains log of incoming checks, provides payment receipts, and ensures that checks are secure until delivered to the appropriate person for processing.</p><p>Coordinate and maintain office supplies inventory, anticipating needed supplies, and placing orders accordingly.</p><p>Handle incoming and outgoing mail and packages, including sorting, distributing, and shipping as necessary.</p><p>Monitors postage usage and submits quarterly invoice for processing as needed.</p><p>Assist in organizing and coordinating office events, meetings, or conferences.</p><p>Perform general clerical duties, such as photocopying, scanning, faxing, and data entry.</p><p>Liaise with internal and external customers in a professional and courteous manner.</p><p><br></p><p><strong>Other Duties</strong></p><p>Must be punctual and a team player who works well with all departments.</p><p>Must complete all work assigned and meet deadlines as required.</p><p>Interacts with various internal and external stakeholders as needed, including tenants.</p><p>Completes special projects as assigned and prioritized.</p><p>Performs other duties as assigned.</p><p><br></p><p><strong>Education and Experience</strong></p><p>High school diploma or equivalent&nbsp;</p><p>Previous experience in administration or property management are a plus.&nbsp;</p><p>Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Yardi, property management software is a plus.&nbsp;</p><p>Excellent verbal and written communication skills.&nbsp;</p><p>Strong organizational and time management skills with the ability to prioritize tasks.&nbsp;</p><p>Attention to detail and problem-solving skills.&nbsp;</p><p>Customer service experience is a plus.&nbsp;</p><p>Knowledge of basic accounting principles is a plus.</p><p><br></p><p><strong>Knowledge, Skills, and Abilities</strong></p><p>Ability to manage time efficiently and work independently and with a team.</p><p>Must demonstrate ability to review and process information to determine what it means, how it fits together, and how to respond to it.</p><p>Customer service and interpersonal skills to interact with tenants, applicants, and prospects.</p><p>Attention to detail to ensure that all tasks are completed on time and to satisfaction.</p><p>Must have technical and interpersonal skills, with familiarity and/or experience with office equipment including computer, phone systems, fax, copier, and postage meters.</p><p>Well organized, self-motivated, dependable, and professional demeanor.</p><p>Ability to handle multiple tasks and work well under pressure while remaining calm and tactful.</p><p>Ability to define problems, collect data, and establish facts</p><p>Strong communication skills with the ability to show genuine concern for participants and always conducts oneself appropriately and professionally.</p><p>The ability to speak both English and Spanish is a plus.</p><p><br></p><p><strong>Physical Demands and Work Environment</strong></p><p>Work includes both inside and outside environments.</p><p>This position is based in an office setting.</p><p>Standard office hours with occasional flexibility required to accommodate property-related events or meetings.</p><p>May involve occasional light lifting of office supplies or packages.</p><p>Ability to walk property/properties.</p><p>Must be able to sit and stand for extended periods.</p><p>Must be able to lift a minimum of 25 pounds.</p><p>Exposure to diverse communities including low-income neighborhoods.</p><p><br></p><p>Transportation Requirement&nbsp;</p><p>Position does not require automobile, driver&rsquo;s license, and insurance.</p><p><br></p><p>The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.&nbsp;</p><p>Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.</p><p><br></p><p><br></p><p>Last Updated: May 2024</p><p><br></p></div></div>\n",
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