Receptionist/Administrative Assistant

Job Summary/Overview

This Parkway Receptionist/Administrative Assistant will have mixed responsibilities that relate to greeting visitors, residents, and employees when they come into the main office and providing assistance in general office administration. As the first point of contact, this individual will be required to determine the reason a guest is visiting the Maintenance Company offices and guide them in the proper direction.

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.

• This position may have access to confidential and/or private information in the course of his/her duties. Safeguarding this confidential information is to be considered an essential duty.
• Answer and direct phone calls in a polite and friendly manner. Check Voicemails and forward as necessary.
• Welcome visitors in a warm and friendly manner; answer any questions appropriately and timely.
• Assisting visitors as needed.
• Ensure the reception area is maintained in a clean and tidy manner.
• Monitor visitor access and maintain security awareness.
• Forward and post employee call-out information in a timely manner.
• Maintain fire inspection log.
• Maintain battery inventory and order as necessary.
• Create or close work orders.
• Logging calls on the On Call Activity Spreadsheet.
• Receive and sort Fed-ex, UPS, USPS, Amazon, etc. mail and various sized packages as received.
• Perform all mail delivery daily. Sorts and distributes all Parkway mail.
• Assist with monitoring on call phone and direct inquiries as needed.
• Assist with a variety of administrative tasks including, copying, faxing, and taking notes.
• Assist in planning company events, meetings, luncheons, and team building events.
• Monitor receipt of Anclote Recycling Checks, record, copy, and send to accounting department.
• Prepare new hire gift bags.
• Monitor and prepare postings and communications for monthly employee anniversaries and birthday recognition. Prepare monthly certificates for employee recognition.
• Track Life-Safety/Fire Alarm and Aquatic Treatment vendors visits and provide inspection reports to Operations Senior Manager.
• Maintain weekly inventory of office supply closet and ensure supply closet is neatly organized.
• Perform as a back-up to Executive Assistant to General Manager when he/she is out of office.
• Provide back-up administrative support as needed.
• Scan and upload vendor Certificates of Insurance, permits, and other related documents.
• In mechanics absence, update the Vehicle Fluids Checklist log weekly.

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: This position has no supervisory responsibilities

Organizational Relationships

Reports to: Dessa Barabba G.M

Qualifications (Education, Experience, Technical Skills)

• High School diploma or GED.
• 2 years of previous administrative/receptionist experience.
• Experience with Microsoft Office Suite required.
• Good written and verbal skills required.
• Strong phone skills.
• Excellent customer service and interpersonal skills.
• Comfortable multi-tasking and prioritizing without guidance.
• Punctual, reliable, and dependable.
• Display integrity, loyalty, confidentiality, and professionalism at all times.
• Must be a team player and contribute overall to the company in helping to promote an enjoyable, productive, and safe work environment.