Receptionist - Apartment Leasing Office

The Receptionist serves as the first point of contact for residents, prospective residents, vendors, and visitors. This position is responsible for providing exceptional customer service, managing front office operations, answering phones, scheduling appointments, processing administrative tasks, and supporting the leasing and property management team in the day-to-day operations of the apartment community.

Essential Duties and Responsibilities

Customer Service

· Greet all residents, prospects, vendors, and guests in a professional and friendly manner.

· Answer and direct incoming phone calls.

· Respond to general inquiries regarding the property, amenities, rental rates, and community policies.

· Maintain a clean, organized, and welcoming reception area.

· Provide excellent customer service while resolving routine questions or directing concerns to the appropriate staff member.

Administrative Support

· Maintain office files, resident records, and confidential documents.

· Assist with preparing correspondence, notices, reports, and other documents.

· Receive, sort, and distribute incoming mail and packages.

· Order and maintain office supplies.

· Scan, copy, file, and organize documents electronically and in paper files.

· Schedule appointments for leasing tours and resident meetings.

Leasing Support

· Assist prospective residents with completing rental applications.

· Collect required documentation for applications.

· Schedule apartment tours for Leasing Consultants.

· Prepare move-in packets and resident welcome materials.

· Update prospect and resident information in the property management software.

Resident Services

· Accept maintenance requests and enter work orders into the property management system.

· Follow up with residents regarding maintenance status when requested.

· Assist with resident event registrations and communications.

· Accept rent payments according to company policy (if applicable).

· Maintain resident confidentiality at all times.

Vendor & Office Coordination

· Greet vendors and contractors arriving on-site.

· Notify appropriate staff of scheduled appointments.

· Maintain visitor logs when required.

· Assist with coordinating deliveries.

Required Qualifications

· High school diploma or GED required.

· One (1) year of customer service, receptionist, administrative, or office experience preferred.

· Previous apartment leasing or property management experience is a plus.

· Strong verbal and written communication skills.

· Excellent organizational and multitasking abilities.

· Professional appearance and positive attitude.

· Ability to maintain confidentiality.

· Strong attention to detail.

Computer Skills

· Microsoft Office (Word, Excel, Outlook)

· Property management software (Yardi, AppFolio, RealPage, Entrata, or similar) preferred

· General office equipment including copier, scanner, printer, and multi-line telephone system

Physical Requirements

· Sit, stand, and walk for extended periods.

· Occasionally lift up to 25 pounds.

· Ability to operate standard office equipment.

· Ability to move throughout the apartment community as needed.

Core Competencies

· Outstanding customer service

· Professional communication

· Organization and time management

· Reliability and dependability

· Attention to detail

· Teamwork

· Problem-solving

· Adaptability

· Professionalism

Work Environment

This position works primarily in a professional apartment leasing office environment with frequent interaction with residents, prospective residents, vendors, and community visitors. Occasional outdoor walking throughout the property may be required.

Performance Expectations

Success in this role is measured by:

· Providing exceptional customer service to residents and prospects.

· Maintaining accurate records and documentation.

· Answering and routing communications promptly.

· Supporting leasing efforts through efficient administrative assistance.

· Maintaining a professional, organized, and welcoming office environment.

· Demonstrating reliability, confidentiality, and professionalism in all interactions.