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Description
Position Summary: The Receptionist serves as the front-line representative of CASA, providing exceptional customer service and ensuring smooth communication and operations within the office. This position is responsible for answering and directing phone calls, monitoring agency emails, greeting and assisting visitors, and providing general administrative support to staff and programs.
Duties and Responsibilities include the following. Other duties may be assigned.
1. Serve as the first point of contact for CASA by providing exceptional customer service. Manage incoming calls and inquiries, resolve issues, and provide accurate information to the public.
2. Greet and assist all visitors, including residents, vendors, and volunteers, ensuring a positive and professional experience.
3. Maintain a welcoming, organized, and professional reception and meeting area; secure the office and all confidential files at the close of each business day.
4. Process maintenance work orders and coordinate with maintenance staff to ensure timely resolution of requests.
5. Manage incoming documents, agency emails, and regular mail; distribute items appropriately.
6. Prepare and process outgoing correspondence, mailings, and resident notifications.
7. Issue bi-annual parking permits for tenants and visitors across all CASA properties.
8. Monitor and manage all communication platforms, routing messages and information to appropriate staff members.
9. Provide administrative and logistical support for open houses, Mission Advancement initiatives, and community events.
10. Collect, sort, and distribute mail and packages throughout the office.
11. Scan, timestamp, and route documents for the Leasing Department.
12. Receive, record, and forward donations to the Accounting Department in accordance with established procedures.
13. Enter and track rent payments in the Property Boss system accurately and promptly.
14. Develop and maintain proficiency in Property Boss, Boston Post, and Podio systems.
15. Order and maintain office supplies, ensuring adequate inventory levels.
16. Review payment registries and collaborate with the Leasing Department to identify and correct discrepancies.
17. Coordinate with Leasing to address resident complaints and concerns effectively.
18. Maintain awareness of CASA's reporting structure and know the appropriate contacts for specific needs.
19. Provide planning and logistical support for meetings and internal events.
Qualifications
• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• The requirements listed below are representative of the knowledge, skill and/or ability required.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Valid driver's license.
Education/Experience
• High school diploma or GED required.
• Two to four years of related administrative or customer service experience, or an equivalent combination of education and experience.
Knowledge, Skills and Other Abilities
• Strong oral and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to remain calm and professional during high-stress or crisis situations.
• Sound judgment and ability to maintain appropriate professional boundaries.
• Strong organizational and time management skills.
• Ability to make quick, informed decisions and maintain confidentiality.
• Knowledge of fair housing laws preferred.
• Helpful, solution-oriented, and team-focused attitude.
Computer Skills
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience using Google Maps and navigating property management, donation, or demographic software for data entry and reporting.
Language, Math, and Reasoning Abilities
• Language: Ability to read and interpret documents such as safety rules, operating instructions, and procedure manuals. Ability to write routine correspondence and speak effectively before groups.
• Math: Ability to add, subtract, multiply, and divide in all units of measure, and to compute rate, ratio, and percent.
• Reasoning: Ability to solve practical problems and interpret a variety of instructions provided in written, oral, diagram, or schedule form.
Physical Demands
The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made as needed.
• Regularly required to sit, use hands, reach with arms, and communicate clearly.
• Frequently required to walk; occasionally required to stand, stoop, kneel, or crouch.
• Must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities include peripheral vision and the ability to focus on detail.
Work Environment
This is an in-office position. This position is based in CASA's office. The Receptionist has a designated workspace and interacts regularly with staff, residents, and community members.
• The work environment is typically moderate in noise level.
• Occasional exposure to outdoor weather conditions may occur.
• Reasonable accommodation may be made to enable individuals with disabilities to perform essential job functions.