Front Desk Receptionist/Administrative Assistant

  • ORGANIZATION
    Eyde Company
  • LOCATION
    Lansing, MI
  • SALARY
    $13.75 - $18.50 / hour
summary
The Front Desk Receptionist is, in many ways, the “first impression” of the company.  The position requires an individual who possesses a positive disposition, excellent communication skills, strong organizational skills, and is comfortable multi-tasking.  The ability to prioritize down time is crucial in order to be able to effectively complete the property management support functions required of this job.


Position Responsibilities
• Open the office 7:50 AM–8:00 AM (The receptionist takes an 1:10 lunch)
- Open the front office door, turn on the lights, and prepare the copy room as needed.
- Check copier for faxes and distribute as necessary.
• Effectively operate the phone system to coordinate incoming calls/messages with the different departments within the company.
• Process and coordinate incoming and outgoing mail, in-house postage machine, and express shipping requests via Fed Ex.
• Update postage to postage meter as necessary and download funds to machine when they are available.
• Greet courier service on a daily basis and distribute mail items.
• Maintain all listing agreements.  Update the spreadsheet distribute spreadsheet during sales meetings.
• Attend and schedule weekly sales meeting.  Update Sales Person spreadsheets with meeting notes and circulate weekly.
• Keep a schedule of conference room meetings when requested and prepare the room as necessary.
• Order office supplies with respect to budget requirements.
• Provide administrative support to the owners and sales team as requested.
• Email postage amounts for apartments to Senior Accountant on the 1st of each month.
• Email to the main office staff when owners will be out of the office.
• Coordinate and distribute birthday cards for staff each month.
• End of Day (4:30 PM – 4:45 PM)
- Replenish all equipped conference rooms with coffee, coffee cups, bottled water and soda as necessary.
• Clean the common kitchen by starting the dishwasher and wiping down the countertops.  As needed, coordinate cleaning of the refrigerator.
• At close of business, lock the front door and take down the mail.
• Sort payroll checks and mail checks as needed.
• Update phone extension and email lists as necessary.
• Accept rent payments via hand delivery and mail and write receipts as necessary.
• Print, copy and mail letters for Property Management Account Supervisor and assist with any other projects as needed.
• Mail out utility bill backs for residential tenants each month.
• Print in-house snow/salt logs each year and track when the logs are received each week (Oct – May).
• Track source of interest calls for sales and marketing leasing purposes. Distribute list to each sales person at sales meeting.
• Maintain the maintenance work order spreadsheet.
• Organize bi-yearly property taxes for filing.
• Run credit checks for commercial and residential leasing applicants.
- Keep track of the property code for each credit check – this will be used to code the invoice each month.
• Distribute and collect quarterly insurance inspections for all properties.
• Other duties as assigned by Supervisor.

Qualifications
• The position prefers knowledge normally acquired through an Associate’s Degree.
• This position requires a minimum of 2 years of related job experience.


Knowledge/Skills/Abilities Required
• Excellent communications and customer service skills.
• Strong organizational skills.
• Ability to work well using Word and Excel and trainability in the company’s existing systems.
• Ability to multi-task and work well with people.


Hiring Solutions LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Hiring Solutions LLC complies with applicable state and local laws governing nondiscrimination in employment.