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The Management Trust
Position Title: Division Receptionist
Location: San Luis Obispo, CA
Reporting To: Executive Community Association Manager
Status: Non-Exempt, Full-Time
Salary: DOE
DIRECT LINK TO APPLY: https://www.appone.com/MainInfoReq.asp?RID=3719075
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.
JOB DUTIES AND RESPONSIBILITIES:
Answer incoming phone calls quickly, warmly, and professionally
Check voicemails throughout the day and route correctly
Greet visitors and ensure adherence to Company policies regarding sign-in/out logs, visitor badges, and guests being accompanied by an employee
Process daily incoming mail, prepare for distribution, and post outgoing mail
Identify high-priority and/or sensitive mail (i.e. to Human Resources), and properly route any returned mail
Monitor incoming faxes and process immediately
Attend each copy/fax/supply station daily; this includes filling all copiers with paper, making sure forms are available in designated locations, and that all relevant supplies are on-hand (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, faxes, or other potentially disruptive matters in the reception area
Arrange for backup support for planned absences, with supervisor approval
Prepare conference rooms with beverages and/or meals for meetings
Maintain a clean and well-organized reception area
Maintain current records (i.e. contact lists) for the reception desk
Other duties and special projects as assigned
QUALIFICATIONS:
Experience in reception and customer service preferred
High School Diploma (or equivalent)
Proficiency in administrative support – generally between 1-4 years
Solid knowledge of Microsoft Outlook, Excel, and Word; intermediate skills a plus
Conflict resolution skills
Ability to meet deadlines and address time-sensitive issues
Superior multi-tasking skills
Excellent written and verbal communication
Ability to provide high-level 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. 8:00 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 business need.
DIRECT LINK TO APPLY: https://www.appone.com/MainInfoReq.asp?RID=3719075
