Full-Time Office Associate / Receptionist

Patriot Properties; Waunakee (WI); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Benefits eligibility

Job summary

Patriot Properties is seeking a professional, organized Full-Time Office Associate / Receptionist to support daily office operations and serve as the first contact for residents, prospects, vendors, clients, and guests.

In this role you will handle calls, mail, inquiries, and coordinate with the Leasing Department. A friendly, detail-oriented attitude and ability to manage multiple tasks in a fast-paced environment are essential.

Qualifications

• Excellent customer service and communication skills.
• Professional phone etiquette and the ability to manage multiple tasks.
• Proficiency with computers, email, Google Workspace, and office tech.
• Experience with AppFolio or other property management software preferred.
• Familiarity with Wisconsin landlord-tenant practices preferred.

Responsibilities

• Answer and direct calls professionally; route to the right team.
• Monitor voicemails and follow up promptly.
• Prepare and mail tenant correspondence and notices.
• Greet residents, prospects, vendors, clients, and visitors.
• Respond to inquiries via phone, email, and company software.
• Document tenant communications and update resident profiles.
• Assist residents with move-in/out and lease questions.
• Create maintenance work orders from requests.
• Coordinate with management on work orders and issues.
• Prepare, process, and distribute lease documents and notices.
• Assist with rent processing and receipts.
• Maintain records in company software systems.
• Obtain and review reports when necessary for property management.
• Perform filing, scanning, data entry, scheduling, and admin tasks.
• Maintain office organization and supply inventories.
• Support Leasing Department with admin tasks.
• Serve as a welcoming first contact delivering excellent service.

Skills

Customer service

Phone etiquette

Multitasking

Communication

Tools

Google Workspace

AppFolio (PM software)

Job description

Patriot Properties is seeking a professional, organized, and customer-service-oriented Full-Time Office Associate / Receptionist to support our daily office operations. This position serves as the first point of contact for residents, prospects, vendors, clients, and guests while providing administrative support to multiple departments.

Responsibilities

• Answer and direct incoming phone calls professionally and efficiently, routing calls to the appropriate team members.
• Monitor and follow up on voicemails in a timely manner.
• Prepare and mail tenant correspondence, including referrals, fair housing information, notices, and other required communications.
• Greet residents, prospects, vendors, clients, and visitors with a friendly and welcoming attitude.
• Respond to tenant, resident, prospect, vendor, and client inquiries via phone, email, and company software systems.
• Document tenant communications, maintain detailed notes, and update resident information within tenant profiles.
• Assist residents with move-in, move-out, lease, and general property-related questions.
• Create maintenance work orders from incoming resident requests and ensure requests are accurately documented.
• Communicate professionally with residents regarding maintenance requests, lease-related matters, company policies, and property updates.
• Coordinate with management regarding work orders, resident concerns, and property-related issues.
• Prepare, process, and distribute property notices, correspondence, lease documents, and other required documentation.
• Assist with rent payment processing, receipt generation, and resident account inquiries.
• Maintain accurate records within company software systems and databases.
• Obtain, review, and document police reports, incident reports, and other records when necessary for property management purposes.
• Assist with filing, scanning, data entry, scheduling, and general administrative support.
• Maintain office organization and supply inventories.
• Support the Leasing Department with administrative tasks as needed.
• Serve as a welcoming first point of contact for residents, prospects, vendors, and visitors while delivering exceptional customer service.

Qualifications

• Strong customer service and communication skills.
• Professional phone etiquette and the ability to manage multiple tasks in a fast-paced environment.
• Proficiency with computers, email, Google Workspace, and general office technology.
• Experience with AppFolio or other property management software preferred, not required.
• Familiarity with Wisconsin landlord-tenant laws, notices, and property management practices preferred.
• Strong attention to detail, organization, and problem-solving skills.
• Ability to maintain confidentiality and professionalism.
• Positive attitude and commitment to providing excellent service to residents, prospects, vendors, and team members.

Schedule & Hours

• Full-time position
• Monday through Friday
• 8:30 AM to 5:00 PM
• 40 hours per week
• Eligible for company benefits in accordance with company policy

Why Join Patriot Properties?

We are looking for someone who enjoys helping people, stays organized in a fast-paced environment, communicates professionally, and takes pride in creating a positive experience for our residents, prospects, vendors, and team members.

Patriot Properties is willing to train the right candidate. While prior property management is preferred, we are happy to provide training to an individual with strong customer service, communication, and organizational skills.