Receptionist/Accounting Support
December 12, 2022

Job Summary
The Receptionist is responsible for answering phones, greeting clients/guests, distributing incoming faxes and mail, filing, and other administrative duties as assigned. Regular support for Accounting Department with respect to accounts payable and receivable tasks. Provides assistance with supplemental job duties as outlined in Exhibit A.

Key Responsibilities
• Attend front desk at all times. Greet clients/guests immediately; answer phone after no more than 4 rings. Route all calls as accurately as possible.
• Distribute incoming faxes, mail and packages upon delivery; handle outgoing mail postage as well as outgoing package preparation and shipping; order postage and mailing supplies as needed.
• Organize, inventory, and restock supplies for kitchen, office, and cleaning.
• Assist accounts payable in weekly check runs & monthly billback data entry.
• Assist accounts receivable with monthly statements & monthly maintenance data entry.

Essential Job Functions/Duties
• Maintain in neat and orderly condition at all times the following: conference rooms, work rooms, coffee areas – including restocking as needed.
• Setup conference rooms for meetings and clean after guest departure.
• Maintain key and camera sign out log as well as organize key drawers.
• Unlock file cabinets and key drawers each morning then relock each evening.
• Assists teams with specific month end and ongoing responsibilities as assigned.

Non-essential Job Functions/Duties

• Other duties as may be assigned.

Minimum Job Requirements
• Ability to handle multiline phone system is required.
• High school diploma or general education degree (GED).
• Minimum two years’ college with emphasis in business or related field, preferred.
• Two to three years’ experience in an administrative support or customer service role.

Physical Requirements
• Those activities associated with general office work including but not limited to sitting, walking, standing, talking or hearing, for long periods of time. Using hands to write, key, handle, or feel objects, tools, or controls. Other activities include reaching, stooping, kneeling, crawling, crouching, pushing, pulling and lifting.

Other Skills/Abilities

• Excellent customer service skills, as well as strong verbal and written communication skills.
• Accuracy, attention to detail, professionalism and strong work ethic.
• Proficient in Microsoft Word, Excel and use of the internet.
• Excellent organizational skills.
• Ability to function and make decisions with minimum direct supervision.

NOTE: Job descriptions are intended to present an illustration of the range of duties, the scope of responsibility and the required level of knowledge, skills and abilities necessary to perform the primary functions of the job. Job descriptions are not intended to reflect all duties performed by those assigned to this classification as other duties may be assigned.

Exhibit A
Supplemental List of Job Functions/Duties as Assigned
• Updated listings on marketing sites 1 to 2 times a week.
• Update PM CSA when supplies are low for reorder.
• Create targeted marketing emails utilizing CampaignBreeze and/or CREXI and update database with listing notes.
• Pull CampaignBreeze and/or CREXI campaign reports.
• Clean refrigerator and freezer.
• Assist with LARs.
• Pull listing expiration reports.
As Needed:
• Order individual and special meeting group lunches.
• Update phone lists, including President and CEO’s personal list.
• Update database with new/revised contacts.
• Input lease and sale comps in database.
• Enter competitor listing in database.
• Update inventory with survey database entries.
• Use MapMe to assist in site searches.
• Update or draft spec sheets.
• Add and update listings on marketing sites.
• Pull traffic counts and demographics.
• Entering ad budgets in database.
• Central filing.

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