Office Assistant/Receptionist
The primary responsibility is to manage all aspects of the office, including answer and forward incoming calls to the appropriate personnel. The position requires a dynamic; customer service focused and detailed oriented team player. The ideal candidate for this position will possess strong interpersonal and organizational skills. Excellent communication, typing and computer skills are a must. Microsoft Office, Excel, Outlook are required. Receptionist will be required to learn other systems. College graduate preferred.
Responsibilities:
Manage day to day calendars and schedule daily appointments
Confidentiality and discretion at all times
Excellent ability to communicate with owner and investors
Organize and maintain upkeep of office; ability to prioritize competing tasks
Personal Assistant to Owner to include the following:
- Booking personal travel/logistics
- Taking care of tuition/ family
- Occasional tasks on weekends
- Coordination with House Manager/Housekeeper
Arrange, plan and coordinate logistics for occasional events
Accounts Receivable – Record all rent checks, make deposits, and communicate to Owner. Reconcile customer accounts on a monthly basis.
Respond to service calls – Initiate service requests with appropriate vendors, follow up to make sure completed in specified time.
Manage all IT/Voice/Data issues with vendors
Daily Projects - Discuss with property manager to determine best course of action.
Answer and transfer incoming calls
Screen calls for owner
Track annual Certificate of Insurance for all properties
Conduct internet research for vendors
Updating and managing an assortment of office records and files
Providing administrative and basic technical support
Handle all office mail, faxes, shipments and deliveries and visitors
Program all card key requests for different properties
Back up to Assistant Property Manager
Miscellaneous items required by Owner