Receptionist

Shea Properties; Aliso Viejo (CA); On-site; USD 27,552 - 28,929; Full time

Benefits offered by this job

Discretionary annual bonus plan

PTO and paid holidays

Medical, dental, vision

Job summary

Shea Properties seeks an on-site Receptionist to greet residents, vendors and visitors, manage calls and emails, and support team members with various administrative tasks. The role requires strong communication, organization, and multitasking abilities, with familiarity in property management software such as Yardi and Yieldstar.

A high school diploma is required and a discretionary annual bonus plan is offered along with comprehensive benefits.

Qualifications

• High school diploma or equivalent required.
• Excellent written and verbal communication skills.
• Strong administrative and organizational abilities.
• Experience in customer service or hospitality preferred.
• Proficient with Microsoft Office products.

Responsibilities

• Greet customers, vendors and residents and provide courteous service.
• Manage incoming calls and emails with a switchboard-like approach.
• Route messages and schedule appointments as needed.
• Maintain hospitality items and restock supplies.
• Process resident move-outs and maintain move-in/move-out records.
• Input data accurately in Word/Excel and related software.
• Operate property software including Yardi and Yieldstar.

Skills

Administrative skills

Written and verbal communication

Time management

Multi-tasking

Customer service

Microsoft Office

High school diploma

Education

High School Diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Shea Properties - Find Awesome.

Shea Properties is always looking for talented people who are interested in beginning or continuing their careers in real estate. With a portfolio that includes 11,200 apartment units and 6 million square feet of commercial space in California, Colorado and Washington - an amazing pipeline of future projects - Shea Properties can help you find your awesome. Our associates love the collaborative, supportive, family-friendly work environment. Our leadership team encourages input at all levels and embodies Shea's Core Values of Honesty and Integrity, Respect for Others, Teamwork and Competitive Spirit.

Description

The Receptionist greets customers, vendors and residents, coordinates customer service requests, provides back up to team members, and completes special projects as directed by management staff. The pay range for this position is $20.00 - $21.00/hour and the Receptionist is also eligible for the discretionary annual bonus plan. JF Shea offers a competitive benefit package including PTO, paid holidays, medical, dental, vision, 401K, disability, life insurance, 35% discounted apartment (based on availability) and cell phone allowance.

The Receptionist, as with all members of the Shea Properties Team, is expected to conduct himself/herself in a manner that is consistent with Shea Core Values and the Business Ethics, Employee Conduct and Confidentiality policy.

Job Duties

• Welcomes and provides courteous customer service to residents, vendors, and general public.
• Manages all incoming phone calls and emails from vendors, residents, prospective residents and Shea associates in a switchboard-like manner.
• Forwards calls or emails into appropriate inboxes, retrieving and addressing messages from several office phone lines and scheduling appointments when necessary. Ensuring that urgent messages are filtered to the appropriate employee for response.
• Maintains and communicates when hospitality items need to be re-stocked.
• Back-up for amenity reservations, which may include; collection of fees, disbursement of keys, etc. Also, documentation of the reservations in the appropriate software program.
• Disbursement of keys to vendors, residents and employees, as needed to complete service requests, deliveries and amenity usage.
• Greet visitors and direct guest traffic to the proper employee.Schedule appointments for prospective residents and current resident preliminary and final move-out walks.
• Receives and processes resident service requests per Shea policy.
• Retrieve and disburse packages and mail to residents during business hours.
• Preparation and acceptance of resident move-out paperwork, as needed.
• Processing of mail and submission of invoices to our third-party invoice processing center.
• Completes maintenance work orders and service requests from residents and follows through to ensure completion. Contacts residents at completion of customer service requests to ensure all issues have been resolved satisfactorily.
• Uses designated computer software, such as Word and Excel accurately inputs data.
• Operates Yardi, Yieldstar and all other property software.
• Demonstrates the ability to handle resident complaints and direct them to the Asst. Community Manager or Community Manager when appropriate.
• Performs other duties as assigned.Actual job duties and responsibilities may vary depending on the size of the community.
• Other duties, as assigned.

Technical/Professional Knowledge (Knowledge/Skills, Education, and Experience)

• Strong Administrative skills.
• Effective written and oral communication.
• Time management and organization skills.
• Ability to multi task.
• Customer service experience required in at least one of the following industries:property management, hospitality, retail, real estate.
• Familiar with Microsoft Office products (Word/Excel/Outlook)
• High School Diploma or equivalent.

Work Environment

The Receptionist works on-site at an apartment community and interfaces with external/internal customers, residents, and vendors on a regular basis. The position work schedule varies depending on the property. Hours are usually scheduled from 8:50 a.m. - 6:00 p.m. The position is required to work weekend days (Sat/Sun). However, the Receptionist should be flexible with availability depending on the needs of the property.

Physical Requirements

While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands, reach with hands and arms, stoop, kneel, talk, hear, and use a telephone and personal computer. May be required to lift and/or move up to 25 pounds. Must be able to occasionally drive during the course of work.

Shea Properties is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor.

EOE/M/F/D/V