Part Time Realty Office Assistant

360care; Louisville (KY); On-site; USD 17,000 - 22,000; Part time

Job summary

Summit Executive Suites is seeking a Part-Time Realty Office Assistant to provide administrative and customer-relations support for daily operations. You will answer phones, screen calls, relay messages, and greet tenants and vendors professionally.

Maintain calendars for conference facilities and ensure timely responses to tenant requests. The role requires 2 years of related experience, strong communication, confidentiality, and the ability to lift up to 20 pounds.

Qualifications

• Two years related experience or equivalent.
• Proficient using Microsoft Office programs.
• Strong written and verbal communication.
• Ability to maintain confidentiality.
• Willingness to work with diverse people.

Responsibilities

• Answer telephones, screen and direct calls.
• Take and relay messages promptly.
• Welcome clients, vendors and guests professionally.
• Track services for Tenant Billing (conference room usage, postage, photocopies).
• Maintain calendar for Conference Room, Board Room and Day Office usage.
• Provide meeting room setup as required by Tenants.
• Maintain confidentiality and comply with company policies.

Skills

Two years experience

Written and verbal communication

Interpersonal skills

Customer service mindset

Time management

Good judgment

Punctual and reliable

Vendor coordination

Lifting up to 20 lbs

Education

High School Diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Overview

The Part Time Realty Office Assistant provides administrative and customer relations services to ensure the smooth operation of the Summit Executive Suites on a daily basis.

Responsibilities

• Answer telephones, screen and direct calls
• Take and relay messages in a timely manner.
• Welcome clients, vendors and guests in a professional manner
• Positive and prompt response to Tenant issues and requests
• Responsible for sorting and distributing all mail and packages received
• Schedule and maintain calendar for Conference Room, Board Room and Day Office usage
• Properly open and close office each day according to operating procedure
• Compose and distribute routine correspondence
• Track services for Tenant Billing, for example, conference room usage, postage, photocopies
• Responsible for the Tenant Billing cycle, for example, invoicing, deposits, collections, etc.
• Provide meeting room set up, as required by Tenants
• Maintain equipment and understand equipment operating procedures
• Maintain office/kitchen supplies inventory
• Actively supports and complies with all components of the compliance program, including, but not limited to, completion of training and reporting of suspected violations of law and Company policy.
• Maintains confidentiality of all information.
• Reacts positively to change and performs other duties as assigned.

Qualifications

• Two years related experience or equivalent
• High School Diploma
• Good written and verbal communication skills with attention to detail
• Strong interpersonal skills with the ability to deal effectively with a diversity of people at all organizational levels and maintain confidentiality
• Customer service oriented with ability to provide instructions and information.
• Knowledge of administrative and clerical procedures
• Proficient using Microsoft Office Programs Word, Excel, Outlook, etc
• Good time management skills to complete tasks in a timely manner
• Ability to manage priorities and workflowWillingness to work within constantly changing priorities with enthusiasm
• Good judgment with the ability to make timely and sound decisions
• Must be punctual and reliable.
• Must be willing to work with technical vendors and take responsibility for systems.
• Must be able to lift and carry up to 20 pounds.
• Must be flexible for this job sharing position; be able to cover when the other person is off.

We will only employ those who are legally authorized to work in the United States. Any offer of employment is conditional upon the successful completion of a background investigation and drug screen.

We are an equal opportunity employer.