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Receptionist/Adminstrative Support

Posted on May 14, 2019 by Northeast Brooklyn Housing Development Corporation

Brooklyn, NY 11216
Admin & Secretarial
Immediate Start
Annual Salary
Full-Time

Receptionist/Administrative Support

Summary

  • Receptionist is primarily responsible for operating a multi-line telephone system to handling incoming calls; greeting NEBHDCo's customers and other visitors; and for directing callers and visitors to the appropriate NEBHDCo staff member.

Reporting Relationship Department

Reports to Human Resource/Payroll Manager Management/Administration

FLSA Status Work Hours

Non-Exempt Full-Time

9AM to 5PM Mon. - Fri. (Addition Hours when Required)

Supervisory Responsibilities

This job has no supervisory responsibilities.

Essential Duties and Responsibilities

Core duties and responsibilities include the following. Other duties may be assigned.

  • Retrieves messages from voice mail and forwards to appropriate personnel.

  • Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.

  • Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.

  • Answers questions about organization and provides callers with address, directions, and other information.

  • Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.

  • Files and maintain filing as needed for the individual departments.

  • Receives, sorts, and routes mail, and maintains and routes publications.

  • Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.

  • Takes payments for services and products.

  • Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary.

  • Performs other clerical duties as needed, such as filing, photocopying, and collating.

Essential Duties and Responsibilities (continued)

Property Management Related Duties

  • Prepares envelopes with rent statements and any other attachments.

  • Organizes/Schedules pick-up for rent statements at the end of each month.

  • Provides assistance with lease signing.

  • Answers tenants' rent-related inquiries.

  • Makes follow-up calls to tenants to remind them of meetings and other NEBHDCo events/activities.

  • Handles inquiries from applicants for employment.

  • Provides information and assistance to those applying for employment and those seeking apartments

  • Scan tenant's rent payments using Panini Vision X scanner

  • Reviews tenant ledgers in YARDI to determine status of payments.

  • Directs tenants to appropriate person to answer questions/inquiries and resolve issues.

  • Handles special projects, as requested by senior management.

Position Requirements: Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Abilities, and Skills

  • Communications Skills: Strong written and oral communications skills. Ability to communicate clearly and respectfully to a variety of people. Ability to listen and handle inquiries and complaints in timely and effective ways.

  • Computer and Other Technical Skills: Working knowledge of Microsoft Office, YARDI, and other industry related software.

  • Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

  • Planning/Organizing and Problem Solving: Ability to prioritize and plan work activities and use time efficiently. Ability to interact with tenants; and address issues, concerns, and problems in timely and effective ways. Ability to respond to emergencies when necessary. Ability to multi task in a high pressure setting.

  • Reasoning Ability: Ability to read and interpret documents such as operating procedures and company documents and apply reasonable understanding of how to carry our instructions or take other, appropriate action.

  • Teamwork and Customer Relationships: Ability to contribute to a positive team spirit and support everyone's efforts to succeed. Ability to work independently within a team setting. A friendly and courteous approach towards residents and other employees and the ability to maintain solid working relationships with other staff members, tenants and customers is expected.

Position Requirements: Knowledge, Skills, and Abilities (continued)

Physical Demands: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 10 pounds.

Work Environment: The noise level in the work environment is usually moderate.

Education and Experience

This position requires a high school diploma or general education diploma (GED) and a minimum of six (6) months' experience, preferably in an office environment; or equivalent combination of education and experience.

Northeast Brooklyn Housing Development Corporation (NEBHDCO) is an Equal Employment Opportunity Employer committed to ensuring diversity in its workplace.


About the Company

Benefits offered:
Health Insurance
403(b)
Legal Shield
Life Insurance
Vacation
Personal Days
Floating Holiday

Reference: 705848254