Administrative receptionist job description

JOB DESCRIPTION- Administrative Assistant/Receptionist (STEIN/MOSKOWITZ) 10-17

POSITION DEFINITION

This position involves administrative support appropriate to the management and operation of a 235 unit affordable residential housing community for seniors and qualifying disabled adults, with particular responsibilities for being the receptionist. The position acts as a first contact for anyone physically present and wishing to conduct business with any member of the staff.

QUALIFICATIONS

High school degree or equivalent required. Demonstrated experience in performing clerical and/or receptionist responsibilities required. Knowledge of personal computers, accounting and word processing software required.

Able to sit for prolonged periods of time and can push, pull, bend, lift and carry files and other office supplies up to 20 pounds in weight. Able to prioritize, focus on and accomplish designated tasks despite frequent interruptions and competing demands.

Communicates effectively verbally, in writing or with electronic equipment in English to make self understood by residents, coworkers, families and the public.

DUTIES

1. Greets and offers information and direction to residents, their families, visitors, contractors and others transacting business with Homecrest House and its related entities.

2. Provides information in person or by phone and in compliance with tenant selection criteria and fair housing law to interested persons regarding Homecrest House, its policies and procedures.

3. Screens and greets all visitors and sales persons and vendors seeking entry to the buildings and assures appropriate Homecrest House staff is notified of visitor’s arrival.

4. Assists in assuring timely completion of initial, interim and annual recertification in compliance with HUD Regulations.

5. Organizes files according to a uniform standard and routinely files all resident related documents and communications.

6. Assures proper use of office equipment and procures supplies and maintenance of the same as assigned.

7. Receives resident complaints and suggestions and relays information to appropriate parties.

8. . Assists the Executive Director, Property Manager, Assistant Property Manager, Maintenance Director, Certification Specialist, Program Director and/or other administrative staff (depending upon building location) with duties as assigned to assure the professional operation of Homecrest House.

9. Performs clerical functions including, but not limited to generating and coordinating distribution of letters and notices to residents regarding material matters of business between the property and the resident.

10. Maintains database and mailing lists of current residents, their families, vendors and produces and mails as requested letters and accompanying documents including, but not limited to HAP renewal notices, resident and family newsletters, request for certificate of insurance and annual fund appeal.

11. Type, edit and assemble newsletter, flyers, calendars, special notices, etc. as requested. Make photocopies, newsletters, employee and resident applications, etc. in a manner which assures a ready supply.

12. Count money, make correct change, and sell bus and meal tickets as indicated.

13. Responds to resident's emergency call for assistance with dispatch. Calls to the family to be completed with tact, calm and promptness. Prompt recording of an Incident Report is required.

14. During emergency situations follow defined policies and procedures.

15. At Moskowitz Desk, books appointments for the Beauty Salon. Collects fares and distributes tickets for van transportation as well as special events scheduled by the Program Director.

16. Attends staff meetings and staff development programs as requested.

17. Practices safety procedures and complies with established reporting of accidents and injuries.

18. Provides prompt, efficient, courteous and quality services to all residents.

19. Observes and protects residents’ rights including the rights to confidentiality, privacy and dignity.

19. Other duties as assigned.

This job description is not a comprehensive list of job responsibilities. It is, rather, an outline of general responsibilities. As such it is subject to verbal and written modification from time to time as determined by the Executive Director.

ACCOUNTABILITY

The Front Desk Receptionist is directly accountable to the Assistant Property Manager and will comply with established policies and operational procedures. In the absence of the Assistant Property Manager and Property Manager, the Administrative Assistant/Receptionist will receive instruction from the Executive Director.

Equal Opportunity/Affirmative Action Statement

It is the policy of Residential One that no person within the jurisdiction thereof shall, on the basis of race, religion, color, sex, age, disability, sexual orientation, gender identity or expression, veteran status, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination or harassment (including all forms of sexual harassment and sexual violence).

Depending on the age and needs of the residents for the property you are seeking employment, you may need to be fully vaccinated against COVID-19 in order to be hired. The hiring manager will notify you if vaccination is a requirement during your initial interview.

Great work-life balance, medical, dental, vision, company paid life insurance, 401k matching, generous time off, mental health support and a FREE gift sent directly to your home in the first month of employment! Who doesn’t like gifts?!

Company DescriptionResidentialONE is a premiere property management company in the mid-Atlantic region.

We are committed to creating the best apartment living experience for our residents through award winning management.

We are also dedicated to providing our clients with customized, creative, and thoughtful management and real estate services.

We believe that success is created through a powerful combination of expertise, experience, and a commitment to offering the highest level of service to our residents, clients, and fellow team members.

Bay Cities Paving & Grading, Inc., a growing heavy construction company, based in Concord, with 50+ years of stability has an opening for a full time Administrative Assistant Receptionist. This is a wonderful opportunity to work with a great group of people, in a friendly environment, within the fast paced industry of construction.
General Description:

Welcomes visitors by greeting them, in person or on the phone, and directing them appropriately; answering or referring inquiries; maintaining telecommunication systems; supporting the accounting office as needed.

Essential Duties:
· Operate Multi-Line Phone System
· Pick up mail (company vehicle), date stamp and distribute
· Order kitchen and office supplies for all company locations
· Maintains office equipment
· Claims Administration – log, track, follow up and draft denial letters
· Accounts Payable support – match tags, data entry, etc.
· Log and scan Subcontractor Contracts
· Request and verify Bay Cities’ Project Certificates of Insurance
· Create and track Preliminary Notices
· Support general office needs
The above list is intended to describe the general nature and level of work being performed by the incumbent(s) of this job. It is not intended to be an exhaustive list of all responsibilities and activities required of this position.

Work Experience: Must have 3 years prior Reception/Administrative experience

Education: College graduate preferred

Skills: Proficient skills in:

* Microsoft Word
* Microsoft Excel
* Microsoft Outlook
* Data Entry

This is a full time hourly, 40hour/week position offered at a competitive hourly rate.

Bay Cities is an Equal Opportunity, At Will Employer. We offer an excellent benefit package (health, dental and vision). 100% of employee and 75% of dependent premiums are paid by employer. We also offer Life Insurance, a 401K Plan, vacation and sick leave.
Notice to Staffing Agencies
Bay Cities Paving & Grading, Inc. and its subsidiary (Bay Cities Excavators, Inc.) will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Bay Cities, including unsolicited resumes sent to a Bay Cities mailing address, fax machine or email address, directly to Bay Cities employees, or to Bay Cities’ resume database will be considered Bay Cities property. Bay Cities will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume. Bay Cities will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. Agencies must obtain advance written approval from Bay Cities’ recruiting function to submit resumes, and then only in conjunction with a valid fully executed contract for service and in response to a specific job opening. Bay Cities will not pay a fee to any Agency that does not have such agreement in place. Agency agreements will only be valid if in writing and signed by Bay Cities’ Human Resources Representative or his/ her designee. No other Bay Cities employee is authorized to bind Bay Cities to any agreement regarding the placement of candidates by Agencies.
Company DescriptionBay Cities provides full service for road and freeway projects from paving to sanitary, storm and water work. By owning and maintaining its own equipment, Bay Cities is able to mobilize quickly and perform emergency work when time is of the essence. With a core of key managers and field personnel, Bay Cities has been able to produce quality work year after year. Today, Bay Cities employs approximately 250 workers, is a BART-certified Minority Owned Business, and has been recognized by the San Francisco Business Times as the largest Latino-owned business in the East Bay.
Bay Cities work in the public sector includes work for such entities as Caltrans, Bay Area Rapid Transit, the Port of Oakland, the San Francisco International Airport and other local agencies including school districts. In the private arena, Bay Cities work has encompassed private schools, hotels, business parks, commercial developments, churches, subdivisions, and storage facilities. In both public and private work, time is of the necessity and Bay Cities has established a record of working with Owners to complete projects on-schedule and within budget.

1.0 (80 hours in a two week pay period)

Day Shift (8am - 5pm)

Job Summary:

Provides administrative support to multiple departments and professionally processes incoming phone calls through consistently exceeding internal and external customer expectations. The support will be given professionally and cohesively with the organization's mission, vision, and values and cultivate a positive environment and experience for patients, families, community, and staff.

Essential Functions:

Answers the phone in a prompt, courteous and professional manner; requests, receives, and manages calls as required. Directs calls appropriately and delivers timely and accurate messages.

Retrieve overnight communication and distribute promptly and appropriately.

Provide assistance to foyer volunteers with questions and contact staff when necessary to announce visitors, deliveries, or vendors.

Greet all visitors and staff in a helpful, knowledgeable, friendly, prompt manner.

Assist co-workers in a team environment conducive to learning, support and positivity.

Generate reports for e-mail distribution.

Collect mail at the Post Office. Open, date, sort and distribute incoming mail.

Responsible for daily inter-office mail preparation and delivery across agency settings when volunteer is not available.

Prepare mail for shipping using a postage meter. Order & maintain necessary mailing and shipping supplies. Keep current knowledge of U.S. Postal Service regulations.

Assist with preparation of agency mailings. Copy materials, fold, and create packets, stuff envelopes. When appropriate, utilize bulk mail to, which includes presorting, counting, applying required indicia, completion of necessary forms, and tracking costs.

Operate and maintain mailroom equipment, including electronic laminator, fax machine, copier/printer/scanner and postage meter.

Serve as a liaison to vendors for repair and upkeep of mailroom equipment.

Provide administrative support to various departments in the organization.

Scan and fax documents, print labels, laminate materials; prepare copy and print jobs as needed; create meeting signs and deliver to conference rooms.

Accurately record cash transactions, including business petty cash, postage, movie and venue ticket sales, special events and fundraisers (i.e. raffle tickets, gift cards, etc.) Record cash donations.

Maintain Women’s Giving Circle gift card distributions and distribute a quarterly report.

Order and maintain inventory of office supplies. Track expenses and conduct periodic cost comparison to maximize savings.

Order and maintain inventory of staff kitchen supplies, including paper products and beverage supplies. Distribute supplies and conduct periodic inspection of staff kitchens for orderliness. Serve as liaison for vending machine and coffee supply vendors. Track expenses and conduct periodic cost comparison to maximize savings.

Distribute communications from industry organizations to staff via email.

Distribute internal staff publications

Maintain staff bulletin board.

Qualifications:

High school graduate or GED with training in business and secretarial skills. Previous administrative experience preferred.

Able to communicate verbally and in writing in the English language and to work cooperatively with other staff and the general public.

Must convey exceptional verbal communication abilities to include: professionalism, courte­sy, and a pleasant speaking voice that is clearly understood.

Must have a working knowledge of computer-based programs such as word processing, database, and electronic communication, can learn and navigate the organization computer system.

We offer a full range of benefits including:

• Health Insurance *
• Dental and Vision Insurance ^
• Short and Long Term Disability- Employer Paid *
• Life Insurance/Accidental Death & Dismemberment (AD&D) - Employer Paid *
• Flexible Spending Account (FSA) ^
• 401(k) and Roth 401(k) retirement plan with company match
• Paid Holidays ^
• Paid Time off (PTO) ^
• Shift Differentials
• Employee Assistance Program (EAP)
• Tuition Reimbursement Program ^
• Free Flu Shots
• Mileage reimbursement
• Educational Opportunities
• AAA Membership – Employer Paid ^
• Chair Massages – Employer Paid
• Fresh Fruit during the summer
• Semi-Annual “All Staff” meetings
• Fun, employer-sponsored activities and recognition events

* Must work a minimum of 64 hours per two-week pay period

^ Must work a minimum of 40 hours per two week pay period

Must be vaccinated for COVID-19 and influenza or be granted a religious/medical exemption.

EOE