Receptionist, Administrative​/Clerical

Job Purpose:

Act as initial contact for company for both face-to-face and phone interactions. Perform basic administrative functions for branch.

General

Duties and Responsibilities:

Open and maintain escrow files

Order HOA documents and tax certificates

Prepare and send recordable documents

Operate telephone to answer, screen, or forward calls, provide information, take messages, assist customers, or schedule appointments

Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations

Transmit information or documents to customers, using computer, mail, or facsimile machine

Prepare physical file folder

Scan and transfer documents into electronic folders as instructed

File and maintain records

Monitor office supplies and prepare an office supply list Collect, sort, distribute, or prepare mail, messages, or courier deliveries; monitor postage machine

Process and prepare memos, correspondence, HOA check requests or other documents

Continuously update closing calendar

Input data

Qualifications:

High school diploma or equivalent

Knowledge of administrative and clerical procedures and systems

Strong customer service skills

Able to create and maintain constructive and cooperative work relationships

Prior experience answering and using a multi-line phone system

Good time management skills

Intermediate skills in Microsoft Office Suite Willing and able to learn industry-specific software

Knowledge of use of advance functionality of office machinery and basic upkeep

Able to maintain professionalism, integrity, and polite demeanor in all work-related activities; polished and tactful

Access to reliable transportation

Exemplary record of attendance and punctuality
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