Division Receptionist - Stockton, United States - The Management Trust

The Management Trust

Verified Company

Stockton, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

The Management Trust

Position Title:
Division Receptionist

Location:
Stockton, CA

Reporting To:
Regional Office Manager

Status:
Non-Exempt, Full-Time

Salary:
$ $20.00 per hour

COMPANY PROFILE:

The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients' needs, not merely reacts to them.

We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation.

Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

EMPLOYEE OWNER POSITION PURPOSE:

The Division Receptionist is responsible for providing exceptional customer service and quality administrative support in a fast-paced and high-volume environment.

This key position interacts directly with every caller and every employee.

This individual is often the first voice and first face of The Management Trust, and therefore critical to the overall success of the office.

The primary focus at all times is delivering a consistent, quality experience to everyone who comes in contact with reception.

RECEPTION JOB DUTIES AND RESPONSIBILITIES:

Answer incoming phone calls quickly, warmly, and professionally
Greet visitors and ensure adherence to Company policies
Process daily incoming mail, prepare for distribution, and post outgoing mail
Identify highpriority and/or sensitive mail (i.e. to Human Resources), and properly route any returned mail
Process association assessment payments note owner files and submit weekly payments to division accounting
Attend each copy/supply station daily; this includes filling all copiers with paper, making sure forms are available in designated locations, and that all relevant supplies are onhand (i.e. pens, paper clips, staples, etc.)
Monitor the postage machine/supplies, fund balance, and either service when needed (i.e. if the machine is out of ink) or coordinate appropriate vendor support
Alert supervisor to issues related to phones, or other potentially disruptive matters in the reception area
Arrange for backup support for planned absences, with supervisor approval
Prepare conference rooms for meetings
Maintain a clean and wellorganized reception area
Manage gate access, work with gate vendors and CAMs to facilitate remote activations, gate service calls
Maintain current records (i.e. contact lists) for the reception desk
Coordinate office repair needs to building property management representative
Other duties and special projects as assigned

ADMINISTRATIVE SUPPORT JOB DUTIES AND RESPONSIBILITIES

Prepare and mail compliance notices produced from site inspections and/or as reported by the CAM (Community Association Manager)
Assist with other mailings, as needed
Assist CAMs with special projects for association needs, including research and custom administrative work; this may include participating in occasional site inspections
Maintain and file community/homeowner records
Coordinate and file association facility reservations
Assist CAMs with meeting followup action items
Prepare notices, newsletters, flyers, and other documents for internal and external needs

QUALIFICATIONS:

Experience in reception and customer service preferred
High School Diploma (or equivalent)
Proficiency in administrative support generally between 14 years
Solid knowledge of Microsoft Outlook, Excel, and Word; intermediate skills a plus
Conflict resolution skills
Ability to meet deadlines and address timesensitive issues
Superior multitasking skills
Excellent written and verbal communication
Ability to provide highlevel customer service with astute attention to detail and organization
Must be a team player
Ability to manage workflow amid shifting priorities
Willing to learn Company process and procedures, and learn/use proprietary software
Adaptable and dependable with a solid attendance record
Professional and respectful demeanor with all internal and external customers at all times

ESSENTIAL FUNCTIONS:

Use standard office equipment, including: computer, phone, copier/scanner, etc.
Be stationary for periods of time
Relocate up to (25) pounds

SUPERVISES OTHERS? IF SO, LIST:

None

SCHEDULE & TRAVEL:

Monday-Friday from approx.

8:30 am-5:00 pm

This position may require occasional long hours to meet business needs
The Management Trust is an Equal Opportunity employer. We celebrate and support diversity._
TMT reserves the right to modify this job description at any time based on busin