Position: Receptionist / Lease Administrator
The ideal candidate is a detail-oriented team player who will be the first point of contact for visitors at the office, greeting them in a polite and well-spoken manner. You will also be assigned duties as required (i.e. organization of inbound and outbound mail, administrative work, and general clerical support).
Responsibilities
• Forward/unforward phones to/from answering service each evening and morning.
• Answer telephone and dispatch maintenance calls, route phone calls to appropriate person
• Greet and direct all visitors and clients
• Check on work status when tenant calls and call building engineers for emergencies
• Maintain lmpak work order system daily
• Retrieve daily mail, slice open envelopes/distribute to employee boxes
• Complete and scan property deposit slips and checks. Send to accountants for approval. Sort deposits by bank in pouch for person to take to banks.
• Remotely scan checks to Chase and file in folder by month. Remotely scan checks to Cathay Bank.
• Record and route all new leases and lease renewals. Responsible for monitoring deadlines for lease input. Once lease cycle is complete, send/mail coupons and welcome letters prepared by Property Manager.
• Maintain signed vendor contracts and vendor certificates of insurance files on server when received from accountant
• Maintain Tenant certificates of insurance.
• Maintain tenant emergency contact lists on Impak
• Maintain current property list and personnel list
• Record time off on appropriate outlook calendar each day - work from home/vacation/personal/sick/out of office on property
• Order/maintain office supplies inventory
• Schedule manager on-call list send every Thursday
• Responsible for kitchen at end of day- start dishwasher (add coffee pots/microwave plate/used dishes)
• AP vendor payments - stuff envelopes, date stamp yellow copies when mailed, mail This does not include filing AP invoices.
• Assist in organizing in house owner meetings, company events, and designated holidays
Qualifications
• High school diploma or relevant work experience