Receptionist - Administrative Specialist

Description

This person is an administrative specialist who serves as our office receptionist while lending support to our property management team and real estate brokerage.

Responsibilities

Essential Job Functions:

In the performance of their respective tasks and duties, all employees are expected to conform to the following:

•Perform quality work within deadlines, with or without direct supervision
•Interact professionally with other employees, customers and vendors
•Work effectively as a team contributor on all assignments
•Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations

General Office Responsibilities

•Provide a welcoming environment for all agents, clients and other office guests
•Greet guests warmly and memorably
•Offer refreshments and assist with any tasks in support of meetings such as making copies, printing documents, providing wifi information, etc.
•Maintain a clean and organized office environment
•Assist with the distribution of mail
•Provide bookkeeping support for affiliated businesses
•Lend support for business activities as needed, such as mailings, phone calls, emails, or other administrative tasks
•Communicate with and set up new vendors in our system
•Maintain certificates of insurance and workers comp information for all vendors

Property Management Responsibilities

•Answer phone calls to provide basic information about rental properties and screen to determine appropriate staff contact or resource
•Maintain familiarity with the inventory of available properties to ably serve inquiries
•Field calls from residents, largely concerning maintenance issues, and create work orders in our rental management system
•Collect rent payments and security deposits from residents who come to the office; notify Assistant Property Managers and Office Manager accordingly
•Input rent received, bills, lease information, and other data into the rental management system
•Assist with leasing paperwork as needed
•Add new properties to the Louisville Metro Rental Registry
•Prepare lease violation notices and other formal notices to residents
•Assist residents with online portal set-up as needed
•Maintain stock of prepared welcome folders for residents and owners

While we can't anticipate every single task required for this position, we do expect each member of our team to lend assistance as additional projects arise. All employees will be required to support each other - and Management - during absences or other peak business times, and occasionally this may require individuals to operate outside of their regular workload.

Qualifications

•Valid driver's license and reliable personal transportation
•Proficient use of computers, email, printers, internet
•Ability to learn and use property management software
•Bookkeeping experience
•Fluent in English
•Positive, resourceful attitude
•Great attention to detail while juggling a high volume of tasks

Special Position Requirements:
This position requires a background check, including criminal history. May occasionally be required to drive to pick up supplies, food for meetings, and other items needed to complete assigned tasks. Mileage will be reimbursed at the rate currently established by the Internal Revenue Service (IRS)

Preferences:

•Prior administrative or property management-related experience preferred
•Customer service experience
•Ability to speak additional languages

Work Requirements:

•Reaching
•Pushing
•Pulling
•Occasional lifting
•Grasping
•Feeling
•Talking
•Hearing
•Sedentary work. Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met
•The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes

Working Conditions:
The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work)