Receptionist-Property Management

Pathstone Corporation; West Henrietta (NY); On-site; USD 32,000 - 46,000; Full time

Job summary

Pathstone Corporation is seeking a Receptionist to provide essential administrative support and ensure smooth office operations. The role involves answering calls, greeting visitors, filing, and handling day-to-day clerical tasks with professional demeanor.

You will assist with applications, leases, notices, and other property-related documents, while using Yardi and Office software to process invoices and manage communications.

Qualifications

• High school diploma or equivalent.
• Experience in administration or property management is a plus.
• Proficient with Microsoft Office Suite and Yardi.

Responsibilities

• Answer and direct phone calls in a professional manner; relay messages.
• Greet visitors and provide information.
• Maintain confidential filing system and organize documents.
• Prepare and distribute applications, leases, notices, and other property-related documents.
• Enter work orders into property management software.
• Process invoices for payment as directed by supervisor.
• Coordinate office supplies and mail/ship items.
• Organize meetings and coordinate events.
• Perform general clerical duties and liaise with tenants and staff.

Skills

Customer service

Organizational skills

Communication

Bilingual English/Spanish

Time management

Education

High school diploma

Tools

Microsoft Office

Yardi

Job description

The Receptionist is responsible for providing administrative support to ensure efficient operation of the office.

This role will involve various tasks including answering phone calls and messages, managing documents, a variety of clerical duties, and assisting with day-to-day tasks.

The Receptionist plays a crucial role in maintaining organization and facilitating smooth communication within the office by providing overall reception functions, administrative, and clerical support to office staff efficiently and in a professional manner.

Essential Functions

• Answer and direct phone calls in a professional and courteous manner; records and relays messages to appropriate personnel.
• Greet visitors and provide routine information on a regular basis with a positive and helpful approach.
• Maintain confidentiality and security by following procedure.
• Maintain office filing system and ensure documentation is accurately filed and easily accessible.
• Assist in the preparation and distribution of applications, leases, requests, notices, and other property-related documents.
• Process and distribute documentation and requests received to appropriate personnel.
• Assist residents and prospects with requests and provide requests to the appropriate personnel.
• Enter work order requests into property management software.
• Entering invoices for payment as directed by supervisor.
• Provide administrative support as needed, including drafting correspondence and preparing other documents or reports.
• Maintains log of incoming checks, provides payment receipts, and ensures that checks are secure until delivered to the appropriate person for processing.
• Coordinate and maintain office supplies inventory, anticipating needed supplies, and placing orders accordingly.
• Handle incoming and outgoing mail and packages, including sorting, distributing, and shipping as necessary.
• Monitors postage usage and submits quarterly invoice for processing as needed.
• Assist in organizing and coordinating office events, meetings, or conferences.
• Perform general clerical duties, such as photocopying, scanning, faxing, and data entry.
• Liaise with internal and external customers in a professional and courteous manner.

Other Duties

• Must be punctual and a team player who works well with all departments.
• Must complete all work assigned and meet deadlines as required.
• Interacts with various internal and external stakeholders as needed, including tenants.
• Completes special projects as assigned and prioritized.
• Performs other duties as assigned.

Education and Experience

• High school diploma or equivalent
• Previous experience in administration or property management are a plus.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Yardi, property management software is a plus.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills with the ability to prioritize tasks.
• Attention to detail and problem-solving skills.
• Customer service experience is a plus.
• Knowledge of basic accounting principles is a plus.

Knowledge, Skills, and Abilities

• Ability to manage time efficiently and work independently and with a team.
• Must demonstrate ability to review and process information to determine what it means, how it fits together, and how to respond to it.
• Customer service and interpersonal skills to interact with tenants, applicants, and prospects.
• Attention to detail to ensure that all tasks are completed on time and to satisfaction.
• Must have technical and interpersonal skills, with familiarity and/or experience with office equipment including computer, phone systems, fax, copier, and postage meters.
• Well organized, self-motivated, dependable, and professional demeanor.
• Ability to handle multiple tasks and work well under pressure while remaining calm and tactful.
• Ability to define problems, collect data, and establish facts
• Strong communication skills with the ability to show genuine concern for participants and always conducts oneself appropriately and professionally.
• The ability to speak both English and Spanish is a plus.

Physical Demands and Work Environment

• Work includes both inside and outside environments.
• This position is based in an office setting.
• Standard office hours with occasional flexibility required to accommodate property-related events or meetings.
• May involve occasional light lifting of office supplies or packages.
• Ability to walk property/properties.
• Must be able to sit and stand for extended periods.
• Must be able to lift a minimum of 25 pounds.
• Exposure to diverse communities including low-income neighborhoods.

Transportation Requirement

Position does not require automobile, driver’s license, and insurance.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.