Front Desk Receptionist / Administrative Assistant - Community Services / General Maintenance

Full-Time

Position Summary

• Perform as the main Front Desk Receptionist/Administrative Assistant to the Community Services Center area/dept for General Maintenance/ Landscaping/Housekeeping/Inventory.  Performs a variety of administrative and office support activities for multiple departments and supervisors.  Duties include greeting guests/members in a friendly and helpful manner, answering telephone calls, receiving and directing visitors, data entry, creating spreadsheets and various documents, computer use, coordination of meetings and filing.

Essential Functions

• Receptionist/front desk duties to include answering the community services telephone console, greeting and assisting all residents, members, and visitors.  Be the face that greets all visitors in a friendly and welcoming manner. Take messages, return calls and emails and assist in follow up for the center.
• Responsible for the community services telephone console for Quail Ridge. Answer all telephone lines promptly and pleasantly. Assist visitors with appropriate personnel, answering and fielding general inquiries.
• Responsible for picking up mail daily in the business center for the center and opening, sorting and distributing incoming mail.  Log all incoming parcels and notify recipients for pick up.
• Assist the General Maintenance/Housekeeping/Landscaping/Inventory departments by handling incoming calls to the department and perform any clerical /administrative duties as requested by each area, e.g. filing, copying, messages, office duties/tasks, etc.
• Assist members and departments with photocopies, fax machines, distribution of such as necessary.
• Place orders for all departments in center. Order office supplies for multiple departments, ensure all office supplies are organized and maintained for the center.
• Provide administrative support to members and co-workers in the community service center and departments within the building.
• Responsible for outgoing mail, opening, sorting, and distribution of incoming mail, ensuring adequate postage is maintained.
• Handle/process Fed-Ex and other carrier requests for the center and departments.  Log all incoming parcels and notify recipients.
• Prepare memorandums and documents as needed in the center.
• Perform a variety of general office administrative duties as requested/directed.
• Ability to deal with members, employees, vendors, and management tactfully, calmly, and professionally.
• Maintain calendars and updates as needed.
• Creates and modifies various documents using Microsoft Office for departments.
• Manage and schedule all Orkin appointments.
• Manage and schedule the disposal teams for members.
• Scan and file inventory logs monthly.
• Become certified notary for Community Services.
• Ensure back flow spreadsheet is logged, maintained, and up to date.
• Scan/prepare all work orders and make sure system is updated.
• Enter information into paradigm spreadsheet for Accounting and general maintenance.
• Perform as back up and cover Administrative Assistant to Community Services, the Dispatcher, Landscaping Assistant, Housekeeping Assistant and Inventory as needed.   Required to cross train with each of these assistant functions to assist them in duties when they are out or overflow work when busy.
• May assist with overflow work from business center as needed, including front desk phone calls/console forwarded as a backup.
• Perform as a backup receptionist to the business center, if requested.
• Occasional break down/organization of areas/spaces.
• Perform any other tasks as assigned by management

Knowledge, skills and abilities

• Must have excellent computer skills including extensive use of Windows, Microsoft Office Programs and the Internet.
• Must have knowledge of commonly used concepts, practices, and procedures within a receptionist/front desk area.
• Must possess excellent interpersonal and conflict resolution skills.
• Must possess excellent written and verbal communication skills.
• Must possess excellent organizational skills.
• Must be a detail-oriented individual and possess time management skills.
• Must maintain high performance standards.
• Simple computational skills (Add, Subtract, Multiply, Divide, Percent’s)
• Fluent reading and writing in English with the ability to recognize signs and symbols.
• Ability to deal with routine changes often.
• Ability to deal effectively and tactfully with all employees, management and members. 

Education and experience

• Required High school diploma or equivalent.
• Minimum of three years receptionist/administrative office assistant experience with emphasis on excellent interpersonal skills and computer skills.
• Excellent computer experience required (Microsoft, Word, Excel, Outlook experience needed);
• Maintain communication and ongoing working relationships with all members and departments ensuring excellent service is achieved in all areas of service to residents.
• Deliver quality service with courtesy, sensitivity and the minimum delay, fostering a climate of mutual respect between member/co-worker and employee.
• Ability to deal with members, employees, and management tactfully, calmly, and professionally.
• Excellent telephone skills; personable and friendly demeanor.
• Good attendance and punctuality required for this position.
• Ability to bend and lift small parcels up to 30lbs.
• FL notary certification needed or ability to maintain or get, Quail will assist to attain certification.

https://quailridgecc.applicantpro.com/jobs/

http://www.quailridgecc.com/

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