Reception Administrator

All Area Realty Services offers a wide variety of management services to suit Cooperatives and Condominiums for over 43 years.

Salary Range: 50-55K

Office Receptionist Administrator:

The ideal candidate is a detail-oriented team player who will be the first point of contact for visitors at the office, greeting them in a polite and well-spoken manner. You will also be assigned duties as required (i.e. organization of inbound and outbound mail, administrative work, Excel tracking and general clerical support). 

Office Located in the Bronx -Fordham University Heights

ON SITE POSITION:

- Monday to Wednesday: 9:00 AM – 5:00 PM

- Thursday: 10:00 AM – 6:00 PM

- Friday: 9:00 AM – 4:00 PM (winter months) / 9:00 AM – 2:00 PM (summer months)

Must have a valid driver's license and be able to commute to the BRONX



Responsibilities

Essential Functions and Responsibilities

• Serve as a primary point of contact, handling calls and correspondence with professionalism, discretion, and sound judgment
• Provide full administrative support, including answering phones, typing reports, and filing and distributing correspondence
• Schedule and coordinate meetings and special events as requested through Condo Control
• Assist with sales and sublease administration, including preparing application packages from the sales department and scheduling House Council interviews for final approval
• Manage the weekly delivery tracking system in coordination with Security
• Track bid proposals, service contracts, and approved invoices
• Keep the office stocked with supplies and other items needed for daily operations
• Ensure contract and certificate of insurance information is entered promptly and accurately in the internal drive, and route items through the approval process with senior management
• Track and file contracts and insurance certificates, and maintain a follow-up system for expirations
• Build positive relationships with residents and clients, and track service calls as required
• Assist with monthly management reports and annual budget preparation
• Manage calendars, prioritize internal and external meetings and resolve scheduling conflicts
• Anticipate management's needs, adapting to varying work styles and priorities
• Coordinate conference room bookings, meeting logistics, and visitor registration to ensure a seamless onsite experience
• Oversee expense reporting, track receipts, and ensure timely reimbursements
• Maintain Excel-based tracking systems to monitor projects, deadlines, and operational workflows
• Assist with team engagement initiatives, internal events, and special projects
• Provide backup coverage for other onsite managers and team members as needed

Qualifications

• At least 1 year in an administrative role, reception
• Must be able to work independently as well as in a team- self-motivating work style
• Attention to detail, detail-oriented and strong communication skills
• High school diploma or relevant work experience
• Ability to maintain a positive attitude
• Excellent communication skills