Front Desk Assistant

The Management Trust

Position Title: Front Desk Assistant

Location: Aurora, CO at Southshore

Reporting To: General Manager

Status: Non-Exempt, Part-Time, Temporary

Salary: $20 - 23/hourly DOE

The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients’ needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation.

Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

The Front Desk assistant is responsible for providing exceptional customer service and quality administrative support in a fast-paced and high-volume environment. This key position interacts directly with every clubhouse guest, caller, and employee. This individual is often the first voice and face of The Management Trust, and therefore critical to the overall success of the office. The primary focus at all times is delivering a consistent, quality experience to everyone who comes in contact with reception.

• Answer incoming phone calls quickly, warmly, and professionally
• Check voicemails throughout the day and route correctly
• Check and respond to emails throughout the day
• Stand, smile, and greet visitors and ensure adherence to Company and Community policies regarding sign-in/out logs, visitor badges, and guests being accompanied by an employee
• Provide forms and other community paperwork to residents
• Take food orders and relay them to the café
• Accept credit/debit payments from residents via CSI/POS for café orders, fitness classes, etc.
• May occasionally assist the café manager in preparing and distributing orders
• Light café duties such as making smoothies, lattes, coffee, and heating up premade meals for residents
• Cleaning duties to include high touch/high traffic areas, reception, café, and other areas as directed by Management
• Accept all homeowner paperwork and distribute to the appropriate critical path partner
• Provide residents with community access items: RFID tags, stickers, fobs, etc. and provide registration paperwork to CSS for processing
• In the absence of the CSS, assist homeowners with questions regarding their account balances, create/distribute web portal logins, provide confirmation on paperwork received
• Goes the extra mile for residents and guests by offering to make reservations, find directions, look up phone numbers, etc.
• Uses time efficiently throughout shift by checking equipment, pool areas, inventory, etc.
• Ensures proper coverage when it’s necessary to leave the front desk area
• Complete data entry into Vantaca and various other software programs relating to homeowner contact information
• Process daily incoming mail, prepare for distribution, and post outgoing mail
• Attend each copy/supply station daily; this includes filling all copiers with paper, making sure forms are available in designated locations, and that all relevant supplies are on-hand (i.e. pens, paper clips, staples, etc.) Report inventory shortages to CAM
• Maintain clubhouse inventory, provide monthly inventory report to CAM
• Monitor the office machines and either service when needed (i.e. if the machine is out of ink) or coordinate appropriate vendor support
• Alert CAM/I.T to issues related to phones, or other potentially disruptive matters in the reception area
• Arrange for backup support for planned absences, with supervisor approval
• Informs co-worker(s) of pertinent information at the end of the shift verbally and through email
• Informs CAM of any resident, guest, or facility issues
• Enrolls residents and guests in programs when applicable
• Assists staff with lifting and storing facility equipment, furniture, and products to help maintain facility
• Is…