Receptionist/office Assistant - Philadelphia, United States - William Penn House

Description

• Greet all resident members and other visitors in a courteous and efficient manner.
• Answer telephones
• Take messages for Management
• Answer inquiries to members regarding Hospitality Suite and its availability
• Answer inquiries to members regarding Community Room availability

• Handle annual renewals
• Keep track Monthly counts of new members and cancels.
• Keep track of Gym keys and key numbers.
• Update monthly lists of new members and of cancellations.

• Make sure office has copy of Home Owners policy for all new members.
• Update member policies in GRAPE when needed
• Send out reminders and notices to expired policyholders.

• Create notices for the maintenance department for repairs, preventive maintenance, and shut offs.
• Create Monthly calendars for Maintenance Employees Schedules

• Create and maintain the service order file system.
• Send out notices for past due unpaid service orders
• Keep track of paid service orders.

• Created and Update the "Persons Who Need Assistance" listing by floor.

• Keep records of deposits for chairs and coat racks ordered.
• Make sure they are delivered and then picked up and deposit checks returned.

• Make time cards for all employees weekly.

• Create all signs, notices for elevators and bulletin board for all
• Member Notices
• Emergency Notices
• Cultural Events: Speakers, Films
• Easy Exercise
• Library/Art
• Death Notices

• Post notices, signs and information on bulletin board and remove out dated materials.
• Create and Post signs on elevators

• Keep an updated file of Board Minutes and Newsletters.

• Handle the accurate distribution of all letters to our Members, Board Members, and Out of Town Members other communications.

• Courteously and patiently handle any complaints of members for various things such as billing errors, repairs and other various problems.
• Direct members to the proper person and/or proper procedure to handle problems.

• Responsible for Ordering Office Supplies for the smooth operation of the Office.
• Stock and keep supply closet orderly.
• Maintain proper operation of copier, printer, fax and postage machine and its supplies.

• Handle scheduling and set ups of Activities in the Community Room.
• Handle Reservations and set ups for Bookings in the Community Room.

• Responsible for all reservations for the Hospitality Suite.
• Responsible to schedule cleaning of the Hospitality Suite between each check in.

• Proven experience in administrative or receptionist roles
• Proficiency in computerized systems and software
• Strong data entry skills with attention to detail
• Knowledge of office management procedures
• Ability to multitask and prioritize workload effectively
• Excellent personal and customer service traits.

• 401(k)
• 401(k)

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

• 8 hour shift