Front Desk Receptionist (Fairfax)
Gates Hudson Community Management
The Receptionist duties include, but are not limited to, working the front desk receptionist area for Gates Hudson Community Management and welcoming visitors, answering corporate phone line, reading and disseminating emails upon receipt to the proper team member. This position must have the perceptiveness, interpersonal and organizational skills required to deal effectively with a wide range of people, including senior level executives, property managers, and outside contacts all while providing quality customer service.
Essential Duties and Responsibilities:
Arrive on time each day to open the front doors and start receiving calls as the office opens at 8:30am
Check all emails/voicemails from the night before and respond/forward appropriately
Manage customer portal log-ins through utilizing our management system Vantaca
Keep up-to-date association contact list for dissemination of emails and incoming callers
Keep tracking log of incoming and outgoing mail and boxes of high importance
Manage customer complaints by getting a good understanding of the complaint, and getting information from the customer that will assist personnel in responding to their complaint (address, email, phone number, and brief summary of issue)
Attentive to details of correspondence left at front desk for customer pickup (check, key fobs, parking passes, pool passes) so that when the customer comes in there is a smooth transaction
Manage all incoming mail for dissemination including USPS, FedExp, Couriers (includes opening, tracking if high importance, stamping, sorting, coding checks, and distributing to assigned personnel
Scan all bank statements to Investment Coordinator
Receive and store incoming office supplies
Report office equipment to the appropriate vendor for maintenance (copiers, postage, and folding machine)
Submit work tickets for office maintenance
At closing time lock doors and turn off lights in the receptionist area
Assist Executive Assistant when required and others with supervisor approval
Knowledge and Skills
Outstanding customer service
Maintain full working knowledge of all GHCM operating, accounting policies and procedures and Vantaca Access modules.
Intermediate or advanced knowledge of Microsoft Office systems, including but not limited to Outlook, Excel and Word.
General knowledge of Internet use and using Internet browsers, to include changing/creating passwords and security question answers and bookmarking web addresses.
Physical Demands and Work Environment
Physical Demands
o Ability to complete general office duties.
o Ability to hear and speak well enough to converse verbally over the phone and in-person (expressing or exchanging ideas by means of the spoken or written word).
o Ability to interpret, evaluate and communicate detailed written or verbal instructions to others accurately and easily.
o Able to see well enough to use the computer effectively and read written communications.
o Ability to lift, push, pull or carry up to 25 pounds for the dissemination of documents, supplies, materials, etc. to various locations throughout the office/facility.
o May be required to climb stairs depending on the property structure.
Work Environment
o A professional office environment.
o Uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
