Receptionist/Office Assistant

The purpose of this job description is to communicate the responsibilities and duties associated with the position of OFFICE ASSISTANT. While the following information should be considered a comprehensive description of this position, it should also be noted that some responsibilities and duties might not be specifically addressed and the activities listed below are not all inclusive to the position.

Every person is expected to perform any reasonable task or request that is consistent with fulfilling company objectives.

It is imperative that you review closely these duties, skills and physical requirements and that you understand that by signing the Job Description Acknowledgment, you are verifying that you can perform all the duties, have the skills and possess the physical abilities necessary to perform the job as described.

JOB BRIEF: The OFFICE ASSISTANT reports to the Property Manager and Office Manager. The OFFICE ASSISTANT is responsible for all administrative duties for the property office, managing the filing, as well as accepting and processing applications in addition to assisting with apartment rental processes.

DUTIES AND RESPONSIBILITIES

ADMINISTRATIVE

Perform the day to day administrative operations:

  • Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution
  • Pickup, sort and distribute mail and misc. bank deliveries
  • Open, sort and distribute incoming correspondence and faxes
  • File and retrieve corporate documents, records, and reports
  • Greet visitors/residents and provide assistance
  • Answer all calls and transfer accordingly – multi-line phone system
  • Prepare responses to correspondence containing routine inquiries
  • Draft daily correspondence and prepare misc. forms/documentation
  • Perform general office duties such as ordering and maintaining office supplies, maintaining records management systems, and performing basic bookkeeping work.
  • Assist personnel with misc. duties (Office Manager, Property Manager etc.)
  • Acts as a leasing agent, assisting with applications, leases, renewals and other similar functions
  • Daily communication with and assisting government agencies and property locations
  • Assists in renting/showing apartments for rent

GENERAL

  • Performs any additional duties assigned by the Property Manager

QUALIFICATIONS

Position requires effective verbal and written communication skills, proficient in Microsoft Office programs, outstanding multi-tasking, and a team player.

Computer Skills:
Must be proficient with a computer and Microsoft Office programs. Must possess strong prioritizing abilities, and organizational/communication skills with a minimum 3 years secretarial experience.

Work Hours:
Employee will be required to work a full 40 hour work week.

PHYSICAL REQUIREMENTS

  • Stand and walk or sit alternatively depending on specific needs of the day. Estimate 30% of time spent on feet and 70% sitting at desk.
  • Have constant need (66% to 100% of the time) to perform the following physical activities:
    • Bend/Stoop/Squat
    • Climb Stairs
    • Filing/Filing in Basement Area
    • Open and close doors, drawers
    • Push or Pull
    • Reach Above Shoulder
    • Store/retrieve supplies
  • Have a constant need (66% to 100% of the time) to perform standing and walking activities related to general office processes.
  • Constant need (66% to 100% of the time) to perform the following physical activities:
    • Corporate, inter-office, external communication
    • Writing/Tying
    • Grasping/Turning
    • Finger Dexterity
    • Telephone, doorknob use
    • Typing, operation of office equipment
  • Lifting/Carrying (paperwork, deliveries, files, miscellaneous):
    • Over 25 lbs. – Rare need (less than 1% of the time)
    • 20 lbs. – 25 lbs. – Occasional need (1% to 33% of the time)
    • Less than 20 lbs. – Frequent need (33% to 66% of the time)
    • Under 10 lbs. – Constant need (66% to 100% of the time)

VISION REQUIREMENTS

  • Constant need (66% to 100% of the time) to complete forms, read and review reports, answer a wide variety or correspondence, view computer screen. Frequent need to see small detail
  • Constant need (66% to 100% of the time) to see things clearly beyond arms’ reach.

HEARING REQUIREMENTS

  • Constant need (66% to 100% of the time) to communicate over telephone and in person with vendors, contractors, corporate and resident staff.

SPEAKING REQUIREMENTS

  • Constant need (66% to 100% of the time) to communicate over telephone and in person with vendors, contractors, corporate and resident staff.

DRIVING/TRAVELING REQUIREMENTS

  • Occasional need (1% to 33% of the time) to utilize personal transportation to Postal Office, banking institution and for supplies as needed
  • Must have valid driver’s license and automobile insurance

WORKING ENVIRONMENT

  • Indoors (66% to 100% of the time); occasional outdoors, all conditions (1% to 33% of the time)

REASONING DEVELOPMENT

  • Moderate. Must be able to apply principals of logical thinking to a variety of practical situations and accurately follow standardized procedures that may occasionally call for minor deviations. Needs to think rationally beyond a specific set of instructions.

NOTE

  • This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instruction and to perform any other job related duties requested by any person authorized to give instruction or assignments
  • All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.
  • This document does not create an employment contract, implied or otherwise, other than an “at will” relationship

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