Description:
Position Overview
The Receptionist duties include, but are not limited to, working in the reception area for KCM and welcoming all incoming visitors, answering company phone lines, disseminating faxes and e-mails upon receipt to the proper team member and fulfilling Postage machine responsibilities. This position must have the perceptiveness, interpersonal and organizational skills required to deal effectively with a wide range of people, including senior level executives, property managers, and outside contacts all while providing quality customer service.
Essential Duties and Responsibilities
- When arriving in the morning, turn on lights and unlock front doors.
- Check all emails and faxes from the night before and respond/forward appropriately.
- Check voicemails every morning and forward calls to the appropriate person.
- Make sure the reception area is clean and neat.
- Update phone lists and email lists, and all reference lists accordingly.
- Make sure reception area is stocked with appropriate tools to assist in day-to-day activities
- Promote goodwill among clients, owners, coworkers, and contractors.
- Direct incoming calls to appropriate people.
- Assist visitors with requests.
- Ask who they are here to see and if they have an appointment.
- Contact whomever the visitor is here to see and let the manager know someone is
here to see them and what it is regarding.
- Please have the visitor take a seat.
- Assist in preparing community mailers.
- Alert appropriate personnel of customer complaints.
- Schedule pick-ups for any Fed-Ex, UPS or courier services for employees (originator must complete distribution checklist when leaving correspondence at receptionist desk to be picked up).
- Forward incoming faxes to proper employees.
- Open, stamp, sort, and distributed incoming mail.
- Log in and Log out each package incoming/outgoing.
- At closing time lock doors and turn off lights in the reception area.
- Assist Executive Assistant when required and others with supervisor approval.
Requirements:
Knowledge and Skills
- Maintain full working knowledge of all KCM operating, accounting policies and procedures and Jenark Access modules.
- Intermediate or advanced knowledge of Microsoft Office systems, including but not limited to Outlook, Excel and Word.
- General knowledge of Internet use and using Internet browsers, to include changing/creating passwords and security question answers and bookmarking web addresses.
Physical Demands and Work Environment
- Physical Demands
- Ability to complete general office duties.
- Ability to hear and speak well enough to converse verbally over the phone and in-person (expressing or exchanging ideas by means of the spoken or written word).
- Ability to interpret, evaluate and communicate detailed written or verbal instructions to others accurately and easily.
- Able to see well enough to use the computer effectively and read written communications.
- Ability to lift, push, pull or carry up to 25 pounds for the dissemination of documents, supplies, materials, etc. to various locations throughout the office/facility.
- May be required to climb stairs depending on the property structure.
Work Environment
- A professional office environment.
- Uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.