Do you enjoy greeting customers, answering phones, and doing clerical work? Then we have a job for you!
The role of Office Assistant/Receptionist will support all the Ahmann Companies groups. The overall responsibilities include creating positive customer service experiences for staff and guests including in-person greetings, handling telephone calls, and administrative support. This position requires a reliable, detail-oriented, organized person who exhibits a positive attitude, a desire to work as efficiently as possible, ability to handle multiple tasks at once, and excellent client-facing communication skills. This person will operate effectively with little or no supervision and can deal with high-pressure moments with ease and professionalism.
Some of the main responsibilities include:
Hospitality:
- Welcome/greets clients, tenants, customers, vendors, subcontractor, employees, visitors – anyone who comes into the office with a smile and pleasant attitude and demeanor.
- Cheerfully and professionally answer calls, answer routine questions, take messages and/or route calls to the proper individual. Should make every effort to help the customer or get as much information as possible to help the person receiving the caller.
Upkeep of Office:
- Maintain a clean and professional look of the front reception area to ensure a good first impression with those who come into the office.
- Maintain orderliness of office environment including, presentation of conference rooms, organization of print room and other administrative support as requested.
Office/Department Support
- Work directly with partners on plan sales by fulfilling orders and working between the designers and clients on modification request and orders.
- Tracks orders, creates job folders, maintains payment binder, and provides information as needed to the sales team and drafters.
- Performs a broad variety of assistance on function of the Ahmann Design website including but not limited to loading of photos and plans, monitoring back-end sales, editing and proofing of information and images and organizing information.
- Maintain the Ahmann Design office maps for sold jobs.
- Run and analyze various reports using multiple programs.
- Assist with distributing and collecting tenant and vendor keys.
- Assist with delinquencies and collection of past dues.
- Open, sort and distribute mail daily.
- Perform a broad variety of administrative tasks including, but not limited to coordination of meeting schedules, reserving conference rooms, editing, proof-reading, document preparation and formatting, filing paperwork and maintaining files.
- Maintains office inventory of supplies and orders as needed.
- This position is expected to present a professional, businesslike image to clients, visitors, customers, and the public. Acceptable personal appearance is an ongoing requirement of employment.
- Performs other duties as assigned.
Job Requirements/Specifications:
- High school diploma or equivalent required; College degree, preferred.
- Proven excellent communication and customer service skills.
- 2 years of customer service experience, 1 year telephone experience or 2 years of receptionist experience required.
- Professional, pleasant, trustworthy.
- Strong time management skills and ability to multi-task and balance conflicting priorities.
- Fair Housing experience preferred, but will train.
- Ability to set up systems and remain organized.
- Demonstrated ability to handle confidential information appropriately.
- Strong sense of urgency.
- Ability to work independently combined with excellent interpersonal skills.
- Ability to create and maintain positive relationships internally and externally.
- Proficient with MS Office (Word, Excel, PowerPoint).
Job Type: Full-time
Pay: From $35,360.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
Schedule:
Work Location: In person