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Receptionist

JOB SCOPE

The Receptionist greets the public on behalf of the Company and provides general support to office staff.

JOB DESCRIPTION

Responsibilities include:

  • Opening and closing the Building Management Office. Must be consistently at work, on-time as scheduled.
  • Greet visitors to office, including the general public, customers, tenants, delivery persons and contractors.
  • Direct all visitors to the appropriate personnel and answer all inquiries.
  • Direct all incoming calls and inquiries by answering, screening, and transferring telephone calls, taking messages. Answer overflow telephone calls for departments as necessary.
  • Answer and dispatch two-way radio calls. Answer and forward all inquiries.
  • Sort and distribute mail and other deliveries.
  • Type and distribute memos.
  • Maintain Vendor, Tenant and General files.
  • Keep the office directory, Tenant Contact and Emergency Contact lists up to date.
  • Coordinate and plan meetings, schedule conference room usage.
  • Ensure that the reception area, conference room and mailroom are clean at all times.
  • Maintain appearance of kitchen by unloading, loading and starting dishwasher, stocking refrigerator and coffee areas daily.
  • Office supply ordering and maintenance.
  • Verify/track current and correct Certificates of Insurance for all vendors requiring property access.
  • Assist in mailing rent bills, generating purchase orders, etc.
  • Create/complete Accounts Payable Coding Forms for all incoming invoices and submit to General Manager for approval.
  • Assist Engineering regarding work order issues as well as maintaining accurate tenant information on the work order system.
  • Call Janitorial for clean-up calls.
  • Work with Security regarding after-hours activity, loading dock access, freight elevator requests, etc.
  • Assist Property Management Team with any overflow work they may have.
  • Maintain a positive work atmosphere by acting and communicating in a manner so that you get along with customers, clients, co-workers and management.
  • Other duties as assigned.

QUALIFICATIONS:

  • Strong communication skills with the ability to maintain successful business relationships and contacts. Must have good grammar, ability to write clearly and concisely, and able to communicate with professionalism.
  • Proven record of providing excellent customer service.
  • Strong organizational skills with ability to manage multiple projects simultaneously.
  •  Proficient using office equipment such as personal computer, photocopier, scanner, fax machine, printer, and calculator.
  • Proficient using software programs such as Microsoft Outlook, Word, and Excel
  • Able to perform telephone operations such as call hold, call forwarding, teleconferencing and other switchboard functions
  • Regular attendance on site is an essential function of this position. Must be able to work consistently as scheduled during normal business hours. This position is not eligible for telecommuting.
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