Receptionist

Position Overview

The Receptionist duties include, but are not limited to, working in the reception area for KCM and welcoming all incoming visitors, answering company phone lines, disseminating faxes and e-mails upon receipt to the proper team member and fulfilling Postage machine responsibilities. This position must have the perceptiveness, interpersonal and organizational skills required to deal effectively with a wide range of people, including senior level executives, property managers, and outside contacts all while providing quality customer service.

Essential Duties and Responsibilities

• When arriving in the morning, turn on lights and unlock front doors.
• Check all emails and faxes from the night before and respond/forward appropriately.
• Check voicemails every morning and forward calls to the appropriate person.
• Make sure the reception area is clean and neat.
• Update phone lists and email lists, and all reference lists accordingly.
• Make sure reception area is stocked with appropriate tools to assist in day-to-day activities
• Promote goodwill among clients, owners, coworkers, and contractors.
• Direct incoming calls to appropriate people.
• Assist visitors with requests.
• Ask who they are here to see and if they have an appointment.
• Contact whomever the visitor is here to see and let the manager know someone is

here to see them and what it is regarding.

• Please have the visitor take a seat.
• Assist in preparing community mailers.
• Alert appropriate personnel of customer complaints.
• Schedule pick-ups for any Fed-Ex, UPS or courier services for employees (originator must complete distribution checklist when leaving correspondence at receptionist desk to be picked up).
• Forward incoming faxes to proper employees.
• Open, stamp, sort, and distributed incoming mail.
• Log in and Log out each package incoming/outgoing.
• At closing time lock doors and turn off lights in the reception area.
• Assist Executive Assistant when required and others with supervisor approval.

Knowledge and Skills

• Maintain full working knowledge of all KCM operating, accounting policies and procedures and Jenark Access modules.
• Intermediate or advanced knowledge of Microsoft Office systems, including but not limited to Outlook, Excel and Word.
• General knowledge of Internet use and using Internet browsers, to include changing/creating passwords and security question answers and bookmarking web addresses.

Physical Demands and Work Environment

• Physical Demands
• Ability to complete general office duties.
• Ability to hear and speak well enough to converse verbally over the phone and in-person (expressing or exchanging ideas by means of the spoken or written word).
• Ability to interpret, evaluate and communicate detailed written or verbal instructions to others accurately and easily.
• Able to see well enough to use the computer effectively and read written communications.
• Ability to lift, push, pull or carry up to 25 pounds for the dissemination of documents, supplies, materials, etc. to various locations throughout the office/facility.
• May be required to climb stairs depending on the property structure.

Work Environment

• A professional office environment.
• Uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.