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Receptionist/Admin Assistant
1 month ago
Position Summary
As the first point of contact for our tenants, vendors and other visitors, the Receptionist/Admin Assistant will play a crucial role in delivering exceptional customer service and maintaining a professional and welcoming atmosphere.
Essential Duties and Responsibilities
The Receptionist/Admin Assistant will conduct all business in accordance with company policies and procedures, and state and federal laws (OSHA, ADA and Fair Housing). Essential functions include, but are not limited to the following:
- Greet office visitors with a professional and positive demeanor.
- Answer, screen and transfer calls to appropriate person and department; take messages as needed.
- Rent payments – direct tenants to place payments in the mailbox in the receiving area. You may provide an envelope for the tenant to use for depositing their payment in the office mailbox. Under no circumstances should blank checks or money orders be completed by any VPH personnel.
- Keep a visitor log with details of issue/visit and resolution.
- Manage incoming and outgoing mail and packages.
- Assist with administrative tasks such as mailing tenant statements, extracting reports from, after developing proficiency with Real Page and monitoring and maintaining office supplies inventory.
- Respond to tenant inquiries (via in person, phone, email, fax etc…) promptly and courteously.
- Schedule appointments and conference rooms as needed.
- Maintain a clean and organized reception area.
- Follow up with tenants on work orders and satisfaction, answer questions and process complaints.
- Uphold confidentiality and security protocols for sensitive information.
- Other duties as assigned.
Minimum Qualifications
- Proven experience as a receptionist or in a similar role.
- Excellent interpersonal and communication skills.
- Professional appearance and demeanor.
- Strong organizational and multitasking abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to work independently and as part of a team.
- Strong attention to detail and accuracy.
- Flexibility to adapt to changing priorities and work schedules.
- High school diploma or equivalent; additional certification in office management or related field is a plus.
Physical Demands and Work Environment
- Prolonged periods sitting at a desk and working on a computer.
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