Front Desk Administrator

Location: Front

NATURE OF WORK
This position will serve several roles and functions within the organization. This position will perform receptionist, administrative, and clerical type of work. While maintaining an open communication with management, consistently maintaining a professional, courteous attitude when interacting with residents, co-workers and the general public. The primary duties of the Front Desk Administrator will include answering incoming phone calls and assisting tenants and the general public with various questions and concerns which may include minor problems and complaints.

In addition, the Front Desk Administrator will receive monthly rent, create work orders, bill work order charges to tenants if needed, close work orders, receive and disperse mail in a confidential manner. This position will also assist customers with filling out applications and will put together and break down tenant files when requested. The position will provide a support role to the Property and Assistant Property Managers as needed.

The Front Desk Administrator will be responsible for the organization of applications and other necessary customer documents and forms found in the administrative area. This position will handle all waiting list intake responsibilities, will serve as backup to input all applications into the software system, will assist with filing and may assist with scheduling and tracking inspections. The Front Desk Administrator will be responsible for the care of copier, fax machine, and other office equipment as required including cleaning these items of excess documents, placing faxed documents in the mailboxes of the designated employee and calling the appropriate contractor when this equipment needs service.

This position must be able to communicate well and be able to follow verbal and written instructions.

EXAMPLES OF WORK

Answer incoming calls

Provide resource assistance to clients and potential clients

Receive rent and other payments

Balance drawers daily

Track repayment agreements

Work Order intake and completion

Handle customer/tenant complaints

Maintain waiting list for Section 8 & Public Housing

Receive, sort mail and always disperse in a confidential matter

Set up and track inspections

Operate and maintain office equipment

Support Property Managers as assigned

Utilize software system for waiting list, work order and rent collection systems

Utilize software for appointment tracking and information dissemination

Enter applications into software, complete application process and EOP’s (End of participation)

Unpack and put supply orders away

Publish all Board Meeting notices

Responsible for pick up, set up and clean up of Hall County Board meeting lunches

Organize file room and file documents as needed

Maintain and update front bulletin board as needed

Decorate office with seasonal décor

DESIRABLE KNOWLEDGE,

SKILLS AND ABILITIES

Multi-Lingual (particularly Spanish, Nuer, Arabic, Somalian) is a PLUS

Some accounting

Knowledge of office products and equipment

Ability to use a computer including database, spreadsheet and word processing

Ability to establish and maintain an effective working relationship with employees and the public

Excellent customer service skills

Ability to maintain written records and filing systems

Ability to utilize and maintain work order system

MINIMUM QUALIFICATIONS

Graduation or equivalent from high school with some knowledge and experience in using a computer

Ability to maintain confidentiality

Ability to count and receive money

Ability to make change

Ability to utilize phone system and software system

Ability to work well with others including residents, staff and the general public

Ability to comprehend communication both oral and written

Ability to interact tactfully and courteously with the public

Ability to be bonded

Belief in the HCHA Mission of providing affordable housing to those in need

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