Receptionist

Associa Community Management Corp.; Bedford (NH); On-site; USD 25,000 - 30,000; Full time

Job summary

Associa is seeking a friendly receptionist to support and assist with general office tasks and customer service for homeowners and board members in the Bedford, NH area.

The role involves handling calls, processing mail, and supporting community managers with board packages and documents, while maintaining organized workspaces and confidential information.

Qualifications

• Proficient with Microsoft Office (Word, Excel, Outlook).
• Excellent professional communication skills (phone, in-person, written).
• Strong customer service orientation and problem solving.
• Knowledge of general office equipment (copier, fax, phone).
• Familiarity with company policies, procedures and forms.
• Discretion and confidentiality in handling information.
• Good time management and prioritization abilities.

Responsibilities

• Organizes and prepares correspondence relating to association business.
• Receives and responds to calls from homeowners, Board members and vendors.
• Reviews invoices for accuracy and prepares vouchers for approval when needed.
• Processes and distributes mail for the office and associations.
• Prepares board packages and in-house mailings for community managers.
• Updates homeowner/association information in systems and files.
• Relieves concierge/phone operators as needed.
• Keeps spaces organized and assists in stocking supplies.
• Performs print, scan, and fax duties as needed.
• Files association documents and handles document delivery/pickup.

Skills

MS Office

Professional communication

Customer service

Office equipment

Policies and forms

Confidentiality

Time management

Education

High School Diploma or GED

Job description

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

Come work at Associa! We are an industry leader in community association management and we are looking for a talented Receptionist. If you're serious about your next move, Associa is an excellent place to grow your career.

The Receptionist supports and assists general office activities and projects with administrative tasks. Provides customer service support. Under moderate supervision, work may involve contact with homeowners and board members.

Duties include but are not limited to:

• Organizes and prepares correspondence relating to association business.
• Receives and responds to incoming calls from homeowners, Board members and vendors. Follow through on various requests.
• Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator.
• Processes and distributes incoming and outgoing mail for the office and Associations.
• Prepares and assists community managers with monthly board packages and in-house mailings.
• Updates homeowner and association information in C3 and shared files.
• Relieves concierge/telephone operators on an as needed basis.
• Keeps work spaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.
• Processes print jobs, scanning and faxing as general office support when needed.
• Files association documents for Community Managers. Arranges for delivery and pick up of documents from storage when necessary.
• The preceding functions have been provided as examples of the types of work performed by employees assigned to this job classification. Management reserves the right to add, modify, change or rescind the work of different assignment positions.
• Other duties as assigned.

Requirements

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Interpretation and completion of verbal and/or written instructions at a proficient level.
• Knowledge of general office equipment (copier, fax, phone systems, etc.).
• Knowledge of company policies, procedures and forms.
• Confidentiality and discretion in the performance of all duties and responsibilities.
• Time management and time critical prioritization skills.

Education and Experience

• High School Diploma or GED Required
• 0 – 3 years of directly related or closely related experience

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.