Job description

Administrative Services-Receptionist/Secretary

West Hartford-based Construction and Property Management Company is looking to welcome a professional and talented individual to join their team. Responsibilities include, but are not limited to, answering phone calls, managing emails, sorting mail, coordinating and assisting with vendor contracts, as well as assisting with construction duties related to client inquiries, estimates and scheduling appointments. Specific tasks related to property management include collecting and processing monthly payments/bills and dues, entering work orders and maintaining and monitoring the AppFolio account.

Applicant must have previous administrative office skills, preferably property management/construction experience, as well as be creative, outgoing, neat and organized. Most importantly, the candidate must be capable of working autonomously and making “on the spot,” well thought out decisions using a working knowledge of the job function, while incorporating common sense and utilizing critical thinking skills.

This unique position requires strong customer service skills and the ability to work well with coworkers, as well as mediate situations involving potentially challenging clients and customers. The individual must be a self-starter who is detail-oriented, self-confident and an independent thinker that is able to work in a fast-paced, dynamic environment. Applicant will also need to demonstrate an ability to provide superior customer service, be results-driven, responsive, professional, accountable and honest.

Extremely strong organizational skills are essential, along with excellent communication skills (both written and verbal). A strong background in Microsoft Office including Word, Excel and Outlook, as well as AppFolio and QuickBooks is preferred.

General Roles and Responsibilities

• Serve as primary support personnel to office staff
• Represent the company by welcoming visitors, reviewing correspondence, arranging events, answering questions and coordinating meeting requests
• Direct and forward incoming calls to the respective staff member or department, while ensuring that calls are returned in a timely fashion
• Follow-up on such communication and “close the loop”
• Collaborate with the team and come up with ideas that will streamline workflow, as well as identify incidents requiring immediate attention and assign tickets/work orders based on priority
• Complete projects and special assignments by establishing objectives, determining priorities, managing time, collaborating with coworkers, monitoring progress and ultimately adjusting timelines accordingly
• Perform other office-related functions as delegated or assigned
• Serve as the primary point of contact for property members and investment owners at the managed sites
• Maintain effective communication with residents and tenants, primarily by using AppFolio and coordinate appointments with vendors
• Ensure timely payments and monitor collections reports
• Review and code invoices as needed

Skills and Qualifications Summary

• Proficiency in Microsoft Office, AppFolio and QuickBooks (preferred)
• Displays effective verbal and written communication
• Ability to multi-task and problem solve
• Demonstrates the ability to think ahead, anticipate needs and problem solve
• Willing to accommodate and adjust to any unexpected issues
• Self-motivated, high achiever and quick learner
• Provide executive, project/office management support

Required Education: High school or equivalent

Benefits: Paid personal, vacation, holiday and sick time, company issued iPhone for answering calls, accessing voicemails and monitoring work-related emails

For consideration, please submit your cover letter and resume, along with any references

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• West Hartford, CT 06110: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative: 1 year (Preferred)

Shift availability:

• Day Shift (Required)

Work Location: One location

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