Job brief:
We are looking for an Administrative Assistant / Receptionist to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks.
What does an Administrative Assistant/Receptionist do?
As a Receptionist, you will be the first point of contact for our company. Our Receptionist’s duties include offering administrative support across the organization. You will welcome guests and greet people who visit the business. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.
To be successful as a Receptionist, you should have a pleasant and professional personality, as this is also a customer service role. You should also be able to handle urgent matters in a timely and effective manner while streamlining office operations. Multitasking and stress management skills are essential for this position. This role may require working in shifts, so flexibility is a plus.
As Administrative Assistant you will be assisting company's CEO in daily tasks like maintenance coordination, vendor communication, depositing checks, recording transactions, managing tenant delinquencies and etc.
Responsibilities:
- Greet and welcome guests as soon as they arrive at the office
- Direct visitors to the appropriate person and office
- Answer, screen, and forward incoming phone calls
- Ensure reception, lobby, and meeting room areas are tidy and presentable, with all necessary stationery and material (e.g. pens, forms, and brochures)
- Assisting CEO of Vera Management with daily activities, which may include but are not limited to billing, maintenance requests, communication with contractors, vendors and clients, research tasks, serving 3-day notices to tenants, filing eviction documents, ordering tickets and accommodation, ordering advertising materials and deliveries
- Provide basic and accurate information in-person and via phone/email
- Receive, sort, and distribute daily mail/deliveries
- Maintain office security by following safety procedures and controlling access via the reception desk (directing guests accurately and informing clients of visitors)
- Order front office and kitchen supplies and keep an inventory of stock
- Manage meeting room bookings, and assure the area is clean and sanitized before every client.
- Receiving and logging of tenants’ rents payments
- Perform other clerical receptionist duties such as filing, photocopying, scanning, transcribing, and faxing
- Sending updates upon completion of each new task, except routine tasks
Requirements:
- Proven work experience as a Receptionist, Front Office Representative, Assistant or similar role
- Proficiency in Microsoft Office Suite
- Hands-on experience with office equipment (e.g. fax machines and printers)
- Professional attitude and appearance
- Solid written and verbal communication skills
- Ability to be resourceful and proactive when issues arise
- Excellent organizational skills
- Multitasking and time-management skills, with the ability to prioritize tasks
- Customer service attitude
- High school degree;
- Bilingual is a plus (Spanish or Russian)
Job Types: Full-time, Contract
Pay: From $18.00 per hour
Benefits:
Education:
- High school or equivalent (Required)
Language:
Work Location: In person
