Receptionist

The Receptionist serves as the primary point of contact for homeowners vendors and visitors providing exceptional customer service and administrative support This role is responsible for managing front desk operations handling payments and documentation coordinating communications and supporting Community Managers and office staff The Receptionist plays an important role in maintaining a professional organized and welcoming office environment while ensuring accurate records and adherence to established policies and procedures RESPONSIBILITIES Front Desk & Customer Service Greet welcome and assist homeowners and visitors in a professional courteous and customer focused mannerRespond to walk in inquiries by providing general information or directing individuals to appropriate staff or departmentsDe escalate tense or sensitive situations calmly and professionally while adhering to company policies and proceduresPhone & Communication Management Answer and route all incoming phone calls promptly and accuratelyTake clear detailed messages and ensure timely follow up with appropriate personnelSchedule appointments for Community Managers CMs and coordinate meeting logistics as neededServe as a primary contact for homeowner inquiries via phone email and in person interactionsProvide accurate information regarding community policies assessments amenities and general HOA proceduresAddress and resolve routine homeowner concerns escalating complex or sensitive issues to appropriate staff as neededPayment Processing & Recordkeeping Accept payments from homeowners including checks for assessments and other feesMaintain accurate and timely records of payments received in accordance with established proceduresEnsure checks are properly secured and prepared for courier pickupAssist with basic payment related questions while maintaining confidentiality and accuracyAdministrative & Office Support Open and close the main office in accordance with established security and operational proceduresMaintain the cleanliness organization and professional appearance of the front desk and reception areaAccept sign for and log deliveries; notify appropriate staff of received packages or materialsReceive date stamp and distribute paperwork and documentation from homeownersAssist homeowners with completing forms and required paperwork ensuring accuracy and completenessAmenity Access & Documentation Sell and distribute amenity access devices in accordance with company policiesMaintain accurate records related to amenity access device issuance and paymentsREQUIREMENTS Required Experience and Education High school diploma or equivalent requiredMinimum of one 1 year of experience in a receptionist front desk customer service or administrative support roleBasic understanding of office procedures recordkeeping and customer service best practicesPreferred Experience and Education Prior experience in property management HOA or community management environmentsBilingual proficiency in English and SpanishExperience handling cash checks or payment processingFamiliarity with appointment scheduling systems databases or property management softwareSkills & Competencies Strong customer service orientation with the ability to interact professionally with diverse individuals Demonstrated de escalation and conflict management skills Excellent verbal and written communication skills Strong organizational and recordkeeping abilities with attention to detail Intermediate computer skills including proficiency with email data entry and office management systems Ability to multitask prioritize responsibilities and work efficiently in a fast paced office environment Ability to maintain confidentiality and handle sensitive information appropriatelyPHYSICAL REQUIREMENTS The physical requirements can vary but generally they may include Lifting Ability to lift carry and move items weighing up to approximately 15 pounds such as packages office supplies or filesMobility Ability to move throughout the office to greet visitors receive deliveries and assist staff as needed Occasional walking bending reaching and light physical movement throughout the workdayWorking Conditions Primarily performed in a professional office environment Regular interaction with homeowners staff and vendors at the front desk and via phone Minimal exposure to noise with occasional periods of increased activity during peak hoursPersonal Protective Gear No personal protective equipment PPE is generally required for this positionExtended Sitting or Standing Ability to sit or stand for extended periods while performing desk and computer based tasks Ability to stand for extended periods while assisting walk in homeowners and managing front desk operationsManual Dexterity Frequent use of hands and fingers for typing writing filing handling paperwork operating office equipment and processing payments Ability to operate standard office equipment such as computers phones printers and scannersDriving Driving is not a regular requirement of this positionWe are committed to creating an inclusive and accessible work environment Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position Employees are encouraged to discuss accommodation needs with their manager or Human Resources WHAT WE OFFER Comprehensive benefits package including medical dental and visionWellness programFlexible Spending AccountsCompany matching 401k contributionsPaid time off for vacation holidays medical and volunteeringPaid parental leaveTraining and educational assistanceSupport programs including Employee Assistance Program and Calm HealthOptional benefits including short and long term disability life insurance and pet insurance Most importantly a caring team who is dedicated to your success