Front Office Coordinator

2 months ago

Lansing, United States Gillespie Group Full time

We are on the lookout for a proactive and dynamic Receptionist who delights in interacting with people and providing a 5-star experience. The primary responsibility of this role is to field inquiries from clients and vendors, both over the phone and in person. Our goal is to leave a lasting, positive first impression on all clients and vendors, ensuring their initial contact with us is both welcoming and pleasant. Additionally, the role includes providing administrative support and performing data entry tasks.

Requirements

The ideal candidate will have 2+ years' experience in the property management or administrative industry. This position requires the ability to read and write English correctly and fluently. Highly effective communication, organization, and follow-up abilities are essential.

Gillespie Group requires a background and drug screen as a condition of employment. A valid driving license, reliable transportation, and current automobile insurance are required. The position requires individuals to furnish their vehicle to fulfill all the job's functions.

CORE VALUES:

  • Positive Team Player
  • Creative Solution Oriented
  • Industrious
  • Knowledgeable
  • Trustworthy
Who we're looking for:
  • Entreprenurial Zeal: You possess a dynamic entrepreneurial spirit, eagerly seizing new opportunities and driving initiatives in a vibrant, ever-changing environment.
  • Confidence & Commitment: You exhibit unwavering confidence and dedication, consistently seeking to innovate and discover novel solutions.
  • Communication & Teamwork: You excel in articulating your ideas clearly and effectively, thriving in collaborative settings while independently steering your outcomes to success.
Key Skills:
  • Engaging Personality: Known for being personable, full of energy, and creating a fun working environment.
  • Detail-Oriented Approach: Recognized for meticulous attention to detail in all aspects of work.
  • Customer Service Excellence: Possesses a strong orientation towards delivering superior customer service.
  • Organizational Skills: Highly organized with a proven track record of excellent follow-up skills.
  • Self-Direction: An independent Individual who adapts quickly to changes and can manage shifting priorities with ease.
  • Technical Skills: Proficient in the use of Microsoft Word and Outlook, demonstrating strong technical capabilities.
  • Communication Skills: Able to effectively handle a multi-line phone system, ensuring clear and professional communication.
Responsibilities:
  • Client Interaction: Engage with clients, customers, prospects, and vendors over the phone to foster strong relationships.
  • Client Reception: Greet clients warmly upon arrival and contribute to enhancing customer relationships.
  • Office Presentation: Maintain the reception area, conference rooms, and kitchen to ensure they are presentable at all times.
  • Mail Management: Manage incoming mail by opening, date stamping, sorting, and distributing it to the designated team members.
  • Meeting Support: Provide support in meeting preparations, including setting up and maintaining conference rooms, ensuring availability of beverages and other refreshments, restocking the refrigerator, and keeping common areas tidy.
  • Scheduling Assistance: Help the team with scheduling the use of conference room(s).
  • Research and Correspondence: Aid in research tasks and the creation of letters.
  • Supply Management: Oversee the usage of supplies and equipment, maintain adequate supply levels, and handle the ordering process.
  • Errand Running: Perform company errands as required.
  • Equipment Maintenance: Coordinate the repair and maintenance of office equipment.
  • Copy Machine Management: Ensure the copy machine is well-stocked with paper and distribute copies as needed.
  • Document Printing: Handle the printing of documents.
  • Additional Duties: Carry out other related duties as requested.

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