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Receptionist

4 months ago

Aliso Viejo, United States Shea Properties Full time

Description


The Receptionist greets customers, vendors and residents, coordinates customer service requests, provides back up to team members, and completes special projects as directed by management staff. The pay range for this position is $20.00 - $21.00/hour and the Receptionist is also eligible for the discretionary annual bonus plan. JF Shea offers a competitive benefit package including PTO, paid holidays, medical, dental, vision, 401K, disability, life insurance, 35% discounted apartment (based on availability) and cell phone allowance.

The Receptionist, as with all members of the Shea Properties Team, is expected to conduct himself/herself in a manner that is consistent with Shea Core Values and the Business Ethics, Employee Conduct and Confidentiality policy.
 
Job Duties

Welcomes and provides courteous customer service to residents, vendors, and general public. Manages all incoming phone calls and emails from vendors, residents, prospective residents and Shea associates in a switchboard-like manner. Forwards calls or emails into appropriate inboxes, retrieving and addressing messages from several office phone lines and scheduling appointments when necessary. Ensuring that urgent messages are filtered to the appropriate employee for response.  Maintains and communicates when hospitality items need to be re-stocked. Back-up for amenity reservations, which may include; collection of fees, disbursement of keys, etc. Also, documentation of the reservations in the appropriate software program. Disbursement of keys to vendors, residents and employees, as needed to complete service requests, deliveries and amenity usage. Greet visitors and direct guest traffic to the proper employee. Schedule appointments for prospective residents and current resident preliminary and final move-out walks. Receives and processes resident service requests per Shea policy. Retrieve and disburse packages and mail to residents during business hours. Preparation and acceptance of resident move-out paperwork, as needed. Processing of mail and submission of invoices to our third-party invoice processing center. Completes maintenance work orders and service requests from residents and follows through to ensure completion. Contacts residents at completion of customer service requests to ensure all issues have been resolved satisfactorily. Uses designated computer software, such as Word and Excel accurately inputs data.  Operates Yardi, Yieldstar and all other property software. Demonstrates the ability to handle resident complaints and direct them to the Asst. Community Manager or Community Manager when appropriate. Performs other duties as assigned. Actual job duties and responsibilities may vary depending on the size of the community.  Other duties, as assigned.

Technical/Professional Knowledge (Knowledge/Skills, Education, and Experience)

Strong Administrative skills. Effective written and oral communication. Time management and organization skills. Ability to multi task. Customer service experience required in at least one of the following industries: property management, hospitality, retail, real estate.  Familiar with Microsoft Office products (Word/Excel/Outlook) High School Diploma or equivalent. 

Work Environment

The Receptionist works on-site at an apartment community and interfaces with external/internal customers, residents, and vendors on a regular basis. The position work schedule varies depending on the property. Hours are usually scheduled from 8:50 a.m. – 6:00 p.m. The position is required to work weekend days (Sat/Sun). However, the Receptionist should be flexible with availability depending on the needs of the property.
 

Physical Requirements

While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands, reach with hands and arms, stoop, kneel, talk, hear, and use a telephone and personal computer. May be required to lift and/or move up to 25 pounds. Must be able to occasionally drive during the course of work.