Front Desk Administrative Assistant

Job Summary

We are seeking a friendly, professional, and highly organized Front Desk Administrative Assistant to join our team! As the first point of contact for our clients, tenants, and visitors, you will play an important role in creating a positive and welcoming experience while keeping daily office operations running smoothly.

The ideal candidate is dependable, detail-oriented, and able to multitask effectively in a fast-paced environment. This position is perfect for someone who enjoys working with people, takes initiative, and thrives in a team-oriented atmosphere. Responsibilities include providing excellent customer service, managing front desk communications, and assisting with a variety of administrative tasks to support our growing company.

Duties

Front Desk & Customer Service

• Answer and manage incoming phone calls in a professional, friendly, and timely manner.
• Direct calls and inquiries to the appropriate team members or departments.
• Greet visitors, clients, tenants, and vendors while maintaining a welcoming and professional office environment.
• Escort visitors to meeting areas and offer refreshments when appropriate.
• Respond to general inquiries and assist with resolving routine questions or concerns.
• Ensure messages are accurately documented and promptly communicated to the appropriate staff members.

Rental Leads & CRM Management

• Manage incoming rental inquiries through phone calls, emails, social media, and other lead sources.
• Respond promptly and professionally to prospective tenants regarding available rental properties.
• Maintain accurate and up-to-date lead information within the company's CRM system.
• Consistently follow up with prospective tenants to encourage engagement and assist with scheduling showings.
• Track lead activity and ensure inquiries are addressed in a timely manner.
• Identify and escalate inquiries requiring additional assistance from the appropriate team members.

Administrative & Office Support

• Maintain organized digital and physical filing systems in accordance with company procedures.
• Process incoming and outgoing mail, packages, and correspondence.
• Monitor office supply inventory and coordinate replenishment as needed.
• Assist with scheduling appointments, coordinating calendars, and confirming meetings.
• Perform general clerical duties, including data entry, document preparation, and recordkeeping.
• Process and accurately document rental payments in accordance with company procedures.
• Assist team members with administrative tasks and special projects as assigned.
• Maintain a clean, organized, and professional front desk, reception area, and shared office spaces.

Marketing & Social Media Support – Preferred, but not mandatory

• Create professional marketing materials, flyers, and social media graphics using Canva.
• Schedule and publish social media content across company platforms.
• Assist with maintaining consistent company branding and messaging.
• Support occasional marketing campaigns, promotional initiatives, and other creative projects.

Organization, Accountability & Team Support

• Prioritize daily responsibilities effectively while managing interruptions in a fast-paced office environment.
• Demonstrate initiative by identifying tasks that need attention and completing them without constant supervision.
• Follow established company procedures, policies, and training materials to ensure consistency and accuracy.
• Maintain confidentiality when handling sensitive client, tenant, employee, and company information.
• Communicate proactively with management regarding outstanding tasks, concerns, or issues requiring attention.
• Take ownership of assigned responsibilities, follow through on commitments, and meet established deadlines.
• Remain flexible and willing to assist with additional responsibilities as business needs evolve.

Skills

• Bilingual proficiency to effectively communicate with diverse clients and team members is a bonus, but not required.
• Strong office management capabilities combined with excellent organizational skills
• Proficiency in computer literacy is a must
• Previous office experience or clerical background demonstrating familiarity with front desk operations
• Skilled in handling multi-line phone systems, phone reception, and maintaining professional phone etiquette
• Exceptional time management abilities to prioritize tasks efficiently in a busy environment
• Attention to detail for proofreading documents, managing filing systems, and maintaining accurate records
• Customer service expertise with a focus on client communication and support is a must & large part of this position

Benefits offered: 401k, matching & PTO offered

*Health care is not offered - this is not negotiable. Do not apply if this is an issue.

Hours: Monday through Friday 9am to 5pm

This is NOT available as a remote position - in person only.

Pay: $17.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k) matching
• Paid time off

Work Location: In person

Plata: $17 an hour

Izvor: https://indeed.com/viewjob?jk=4ca5a893a218876f

Nivo: mid level