Front Desk Receptionist

SUMMARY:  Serves as initial contact for all callers and visitors to organization.  You are expected to handle the front desk with tact, patience and professionalism.  Direct tenants and clients to the appropriate people, and maintain a relaxed ambiance.

 DUTIES AND RESPONSIBILITIES:

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned.  Management may assign or reassign duties and responsibilities to this job at any time as needed.

·       Answers, screens, and directs calls on multi-line phone system in a courteous and professional manner; takes messages and/or forwards telephone calls to appropriate employee or voice mail.

·       Clears messages each morning and delivers to appropriate employees.

·       Translate oral and written communication in Spanish as needed

·       Meets and greets all visitors; determines their needs and directs them to the appropriate employee/locations.

·       Responds to visitors, clients, and employees in a courteous and professional manner.

·       Opens and routes incoming documents.

·       Reviews and intakes rental applications and rent payments and issues receipts as necessary.

·       Organizes and maintains pick up box items

·       Composes and types routine correspondence as required.

·       Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing as required.

·       Organizes and maintains file system; files correspondence, showing keys and other records.

·       Orders and maintains supplies, arranges for equipment maintenance, and keeps reception area organized.

·       Prepares and maintains meeting and conference room reservation and documents as needed.

·       Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.

·       Performs other duties as assigned by supervisor.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

QUALIFICATIONS:

·       Two to four years related experience, or equivalent combination of education and experience.

·       Excellent verbal and written communication skills.

·       Must be bilingual (Spanish)

·       Strong interpersonal skills.

·       Self-motivated, punctual and well organized.  Must be detail oriented.

·       Comfortable working in a fast paced environment

·       Ability to understand and follow written and verbal instructions

·       Ability to deal effectively with a diversity of individuals at all organizational levels.

·       Commitment to excellence and high standards.

·       Strong organizational skills; able to manage priorities and workflow.

·       Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.

·       Must be able to speak, read, write, and understand the primary language(s) used in the workplace.

·       Professional appearance and demeanor

·       Energetic and team-oriented

·       Ability to perform diversified clerical functions and basic accounting procedures.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to do the following:

·       Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.

·       Must be able to remain in a stationary position for prolonged periods of time (50% plus)

·       The person in this position frequently communicates with clients/customers/vendors regarding tenant related issues/concerns and must be able to exchange accurate information in these situations.

·       The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.

·       Coordinate multiple tasks simultaneously.

·       Frequently move packages, signs and equipment up to 50 pounds.

·       Interpret complex laws, regulations, and/or policies.

·       Collect, interpret, and/or analyze complex data and information

·       Understand and respond to a diverse population.

WORK ENVIRONMENT:

·       Office Environment