Receptionist 66X Hemet

Title Receptionist
Date 2020
Company 66X
City Hemet

Short Description :

Coverage of the front desk Provide backup assistance in answering the telephone and door Give deposits to the Receptionist for calculating Refer calls to the appropriate individual if ,…

Full Description :

Job Summary:

Under the supervision of the Director, Finance & Administration provides administrative support to various departments in the office.

Responsibilities and Duties:

1. Provide back-up assistance in answering the telephone and door.

  • Provide information and answer questions to the general public, vendors, and referral sources that fall within scope of job responsibilities.
  • Refer calls to the appropriate individual if unable to assist the caller.
  • Receive visitors and contact staff upon arrival.
  • Work with the Receptionist to assure coverage of the front desk.

2. Provide back-up clerical support for the corporate business office.

  • Filing and copying as needed.
  • Scanning of financial data, deposits, and billing company correspondence and other documents.
  • Prepare FedEx packages and schedule them for pick up.
  • Various clerical tasks as directed.

3. Provide back-up assistance in arranging Administration meetings as requested.

  • Assist in the coordination of meetings, including coordinating schedules, reserving conference rooms, obtaining necessary materials, set up of the room, coordinating refreshments (ordering and delivery) and clean up as requested.

4. Provide back-up assistance in maintaining office and kitchen supplies at appropriate levels.

  • Monitor supply levels weekly to ensure appropriate levels are maintained.
  • Order supplies online for delivery or schedule pick up as needed to maintain supplies for the office.

5. Maintain a high level of customer satisfaction.

  • Resolve any complaints within scope of job responsibilities in a prompt and professional manner.
  • Maintain positive relationships with community members, vendors, referral sources and staff.
  • Maintain excellent communication with staff and management team.
  • Perform other duties as assigned.

6. Reconcile various administrative bills to ensure appropriate allocation, approval, and address concerns.

  • Reconcile statement against receipts to ensure accuracy.
  • Research discrepancies and report findings to management.
  • Contact employees/vendors for missing receipts.

7. Provide courier services in town for managed entities

  • Pick up mail at the post office.
  • Pay utility payments.
  • Pick up supplies for the office.
  • Pick up breakfast/lunch for meetings, etc.

8. Provide assistance to the office by processing the post office mail.

  • Open/sort by managed company.
  • Prepare deposits for the assigned managed company by separating checks from back-up (EOBs).
  • Give deposits to the Receptionist for calculating.
  • Process all other mail according to the specifications of each billing company and give to the Receptionist for scanning and/or mailing.

9. Provide back-up assistance by working closely with property management staff/vendors to schedule and follow up on maintenance requests for all managed companies.

10. Reconcile bank statements in the SAP Accounting Program.

11. Other duties as assigned.

  • Duties may not be assigned all inclusively or equally.

Specifications:

Knowledge, Skills & Abilities:

1. Prior administrative support experience in an office setting required.

2. Experience in the Accounting field preferred.

3. Experience working with SAP and SAP Concur software a plus.

4. Ability to handle multiple assignments at the same time with moderate supervision.

5. Above average customer service and written communication skills required.

6. Computer skills, including knowledge of Excel, Word, and Outlook.

7. Possess good problem-solving skills.

8. Ability to establish goals and monitor progress against goals.

9. Must have reliable transportation for use during work hours.

Global MSO.

Description

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