Receptionist

Job Description:

POSITION TITLE: Receptionist / Administrative Assistant

REPORTING TO: VP of Property Management

POSITION SUMMARY:
Slemon Park Corporation manages a vibrant business and residential community with a focus on Aerospace, Training, and Real Estate Development. The Receptionist/Administrative Assistant is a key position reporting to the VP Property Management, providing administrative support to Accounting, the President's Office, and Property Management including Residential Housing. This position provides reception to the public and provides direct administrative support to the VP Property Management while ensuring the delivery of responsive customer service and efficient coordination of front-line administrative operations.

PRINCIPAL RESPONSIBILITIES AND ACCOUNTABILITY:
Administration

• Greet and assist members of the public in person, by email, by phone and direct inquiries to appropriate department
• As front desk position, acts as point of contact between managers, staff and internal/external clients
• Answer all incoming calls by handling or forwarding, as required; assist with phone system operation and messaging
• Process and distribute daily postal and interoffice mail
• Send and receive courier packages
• Send, monitor, and respond to email communications
• Maintain contact lists
• Coordinate ordering of office supplies for staff and organize supply room
• Manage and organize staff lunchroom; ordering supplies, equipment and tools.
• Filing and labelling, as needed
• Prepare and cleanup after meetings held in the boardroom

Property Management

• Receive, create and issue work order requests in VUEWorks for residential and commercial clients
• Review, summarize and/or respond to alarm and security reports
• Create and assign work orders, as needed
• Maintain uniform inventory, fulfil and distribute orders each spring and fall
• Track annual inspection data
• Renew licenses, vehicle registrations and renewals
• Maintain various Google docs
• Manage key and security card access
• Assist Residential Housing Manager with tenant needs, such as maintenance scheduling and data updates

Finance

• Collect and record payments and prepare bank deposits
• Strong attention to detail and accuracy handling payment transactions and records for accounts receivable
• Process cash, credit and debit card payments
• Process purchase orders, packing slips and invoices related to Facilities Management; code invoices for payment
• Manage fuel cards – order, issue and program new fuel cards when required
• Manage petty cash accounts and reconcile

POSITION SPECIFICATIONS:
Education and Training

• Post-secondary course in Business Administration or Administrative Assistant.
• Strong Microsoft Office skills, especially with Excel, Word, and Outlook.
• Proficiency in a variety of other software programs, including Google Docs, Adobe Acrobat, and accounting/security/work order systems would be considered an asset.
• Willingness to learn property management software such as VUEWorks and Multiview accounting software.

Experience

• Two to four years of experience in office administration. Accounting experience will be an asset.

Skills and Knowledge

• Excellent written, oral, interpersonal and communication skills. Excellent organizational and planning skills required to balance daily competing demands and responsibilities. Analytical thinker, with an ability to prioritize and manage time and identify process improvement opportunities. Able to work with a variety of personalities.

WORKING CONDITIONS:
Scheduled Working Hours

• This is a full-time position. Working hours Monday through Friday from 8:30 a.m. to 4:30 p.m.
• This position is also eligible for Group Insurance Benefits, Pension Plan, Sick leave and Vacation leave per company policies.
• Physical, Mental and Visual
  This position requires the ability to attend to details, ensuring documentation and reports are accurate and complete.

COMPENSATION AND BENEFITS

Salary – $41,173 to $49,404

Vacation – Starting at 3 weeks per year

Benefits – Long-Term disability, health, dental, life insurance and pension

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