Administrative Assistant/Receptionist

Job Summary/Overview

The Administrative Assistant/Receptionist will have mixed responsibilities that relate to greeting visitors and residents when they come to the sales office and providing assistance in general office administration. This position serves as a vital link between prospective buyers and sales personnel establishing an enthusiastic awareness of the benefits of residency while exuding a positive, professional impression. The number one priority for this position is to aid the sales department in helping the prospective customer feel comfortable upon arrival. This skilled position is responsible for timely accuracy of telephone messages as well as welcoming of l individuals who enter the sales office.

This will be a Monday - Thursday during operational hours of the sales office. On occasion this position may need to assist with covering a weekend shift.

Essential Duties and responsibilities

The following statements describe the principal functions of this position and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may be expected to perform other duties as assigned, including working in other areas to cover absences or balance the workload. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Answer multi-line telephones.
• Welcome prospective buyers.
• Introduce prospects to appropriate sales personnel.
• Assist in the completion of introductory paperwork.
• Monitor and direct traffic entering the building.
• Coordinate and direct office visitors.
• Provide information regarding program offerings and general community information.
• Professional manner, discretion, and appearance are expected.
• Reports any incident or accident to the Manager/Director. Informs manager of any issues.
• Well organized, ability to multi-task, efficient.
• This position may have access to confidential information in the course of his/her duties. Safeguarding confidential information is considered an essential duty.
• Provide administrative support to management and other staff as necessary.
• Performs other duties as necessary.

In addition to the responsibilities described above, the role may include such other responsibilities and duties as assigned from time to time, based upon OTOW Inc. needs or requirements.

• Performs other duties as necessary.
• Responsible for compliance to company policies and directives.
• Professional manner, discretion, and appearance are expected.
• Reports any incident or accident immediately to their supervisor. Informs of any issues.
• Well organized, ability to multi-task, efficient.
• Punctuality and Attendance are significant job reliabilities
• Maintain clean and orderly work environment

Supervisory Responsibilities: None

Working Conditions

The working conditions described are typical of those an employee encounters while performing the essential functions of the job. The majority of work is performed indoors in an office environment. The typical noise level is moderate.

A major portion of this position is working with others. Periodically work hours may be extended or altered to coincide with planned activities.

Physical Requirements

Physical demands are those of an office environment. This is largely a sedentary role; however, some filing is required. While performing the duties of this job, the individual will experience the following:

• Prolonged periods of sitting at a desk, must be able to remain in a stationary position for 70-95% of the day;

• Occasional need to reach with hands and arms, stoop, kneel, bend, and lift up to 15 pounds. The person in this position would be required to move some files, open filing cabinets and bend or stand as necessary;
• Frequently be required to use hands to finger, handle, or feel. The person in this position will frequently operate office equipment such as, telephone, computer, and copy machine.
• Constantly need to talk, hear and communicate. The person in this position is required to constantly answer all incoming calls. Must be able to follow proper direction in forwarding all calls and exchange accurate information.
• Vision requirements are close, distance, color, and peripheral vision, depth perception, and the ability to adjust focus.

Organizational Relationships

Reports to: Office Manager

Qualifications (Education, Experience, Technical Skills)

• Must have a minimum of a high school diploma, GED, or equivalent
• Minimum of 2 years experience of administrative assistant and/or receptionist experience in an office environment (preferably a Real Estate environment)
• Experience in a customer-facing position preferred
• Experience on multi-line telephone systems preferred
• Strong interpersonal skills and customer-oriented personality
• Strong organizational skills
• Experience working effectively in a team environment
• Must be able to read, write and understand English
• Must be proficient in Microsoft Office Suite software applications, specifically Word, Outlook and Excel
• Must be willing to learn and open to working in other software applications
• Must be able to work independently while working in a team environment
• Display integrity, confidentiality and professionalism at all times with residents and employees

Certifications or Licenses

• Up-to-date CPR/AED Certificate
• OSHA training