Front Desk Office Assistant

Job Scope

The Front Desk Office Assistant is responsible for greeting customers, vendors and other office staff, coordinating customer service requests, providing back up to team members, and completing special projects for management staff. This position requires a high-level of communication, collaboration, respect and customer service. The pay range for this position is $23.00 - $29.00 per hour and the Front Desk Office Assistant is also eligible to participate in the discretionary annual bonus plan. JF Shea offers a competitive benefit package including PTO, paid holidays, medical, dental, vision, 401k, disability, and life insurance.

The Front Desk Office Assistant, as with all Shea team members, is expected to conduct himself / herself in a professional manner that is consistent with Shea Core Values and the Business Ethics, Employee Conduct and Confidentiality policy.

Job Duties

• Welcome and provide courteous customer service to employees, vendors, and general-public, greet visitors and direct guest traffic to the proper employee or meeting area.  

• Manage all incoming phone calls and emails with professionalism and respect, utilizing current hardware and software to ensure messages are received by the appropriate employee for response in a timely manner.

• Continuously maintain organization, amenities and cleanliness of front office, copy rooms, breakrooms, conference rooms and any other assigned spaces.

• Assist in ordering and maintaining office supplies.

• Provide daily support for company employee appreciation program and other company events.

• Create, scan and organize accurate documentation maintaining compliance with internal standards and external regulations, including to Certificate of Insurance for Vendors.

• Efficiently sort and distribute mail, packages and deliveries to employees and process packages for shipping and delivery.

• Create and manage maintenance work orders for office, breakroom and other equipment to maintain proper functioning.

• Assist with tap application and tap fee processing such as, receiving payments, distributing executed forms, and transmitting copies to the district accountant and internal billing department.

• Support team members with various tasks, including safety, training, documentation, ordering refreshments, etc.

• Administer new employee setup assuring applicable building/office entry and troubleshooting access issues, coordinating necessary supplies, updating phone lists and coordinating with IT to ensure programming of copier and other equipment for new employee.

• Update Office Manager on sensitive situations, equipment repair, supply delays, etc.

• Perform other duties as assigned.

Desired Competencies

• Technical/Professional Knowledge (Knowledge/Skills, Education, And Experience)

• Strong Administrative skills.

• Effective written and oral communication.

• Maintain Confidentiality

• Solid time management and organization skills.

• Ability to multitask.

• Customer service experience required.

• Experienced with Microsoft Office products (Word/Excel/Outlook)

• High School Diploma or equivalent.

Work Environment

The Front Desk Office Assistant is based in an office location. The position is required to work regularly scheduled office hours weekdays from 6:30 a.m. – 3:30 p.m. However, the Front Desk Office Assistant should be flexible with availability depending on the needs of the department.

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, squat and lift objects. May be required to lift and/or move up to 50 pounds.

Shea Properties is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor.

EOE/M/F/D/V

Salary : $23 - $29