Adminstrative Assistance-Receptionist

RIVER OAKS PROPERTIES, LTD.

JOB DESCRIPTION

JOB TITLE:                          Administrative Assistant - Reception

DEPARTMENT:                   Executive

REPORTS TO:                     Executive Assistant

FLSA STATUS:                       Non-Exempt

WORK SCHEDULE:            8:00 am to 5:00 pm, Monday - Friday

OBJECTIVE:            Will professionally represent River Oaks Properties in receiving phone calls and visitors to the facility; interacting per the duties outlined below with staff members and the public for the purpose of furthering the business interests of ROP and supporting the efforts of each employee. 

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Occupy front desk no later than 8:00 AM, Monday - Friday


• Answer phones & direct calls. Record messages as needed.


• Greet and Direct clients/visitors/vendors per ROP Reception Script.


• Provide general information requested by callers. (e.g., company address, fax number, website, directions to location, etc.)


• Administer all incoming and outgoing items appropriately. (e.g., packages, mail, keys, etc.) This includes distributing incoming mail.


• Track, order, and distribute office supplies.


• Maintain calendar for Out of Office activity and generate daily email with Out of Office information


• Generate Activity Report for Leasing Agents.


• Stuff envelopes and mail tenants’ monthly statements by the 24th of each month.


• Receive and code Tenant payments via walk-in, mail, and drop box.


• Checkscan Tenant check and cashier’s check payments and prepare money order payments for bank deposit.


• Attach monthly submeter water bills in the Tenant profile and email billing notices to Tenants.


• Prepare and mail Recon Balance Due Reminder Notices to Tenants.


• Assist Accounting with data entry for the annual Real Estate Tax reporting and prepare Real Estate Tax History Reports and tax binders.


• Assist Accounting Manager with data entry as needed for accounts payable and accounts receivable reports.


• Assist Leasing Department in entering lease contact data in Yardi.


• Assist Leasing Department with tracking tenant insurance certificates to confirm coverage is lease compliant.


• Assist Leasing Department in maintaining attached CAM payable files.


• Assist all departments with general clerical duties as needed.

Minimum Education & Experience Requirements

• High School Diploma or GED equivalent


• 2 years of work experience in an administrative closely related position

Minimum Knowledge, Skills & Abilities (KSA)

• Excellent phone & receiving etiquette to include:
  
  
  
  • Oral and written bilingual skills: English and Spanish
  
  
  • Office professional attire and grooming
  
  
  
  


• High level of interpersonal skills, demonstrating poise, tact, and diplomacy in sensitive and/or confidential situations.


• Good working knowledge of Windows Office Suite


• High attention to detail


• Good time management and organizational skills


• Good knowledge of general business practices


• Knowledgeable operation of standard office equipment at a level generally acquired through 2 years of related experience.