Receptionist/Administrative Assistant

Forest Meadows Homeowner’s Receptionist

Department Administration Reports To General Manager

Non-Exempt, Hourly

Position Summary

The Receptionist serves as the first point of contact for homeowners, residents, vendors, Board members, and visitors. This position provides exceptional customer service while supporting the daily administrative operations of the Association. The Receptionist is responsible for greeting visitors, answering phones, managing correspondence, maintaining records, assisting with homeowner inquiries, and providing administrative support to the General Manager and office staff.

The Receptionist is expected to represent the Association in a professional, courteous, and impartial manner while maintaining confidentiality and providing accurate information consistent with the Association's governing documents, Board policies, and management direction.

Essential Duties and Responsibilities

Front Office Operations

• Welcome homeowners, residents, vendors, and guests in a professional and friendly manner.
• Answer and direct incoming telephone calls.
• Respond to general homeowner questions or route inquiries to the appropriate staff member.
• Maintain a clean, organized, and professional reception area.
• Receive and distribute incoming mail and deliveries.
• Prepare outgoing mail and packages.

Homeowner Services

• Assist homeowners with forms, applications, and general Association information.
• Accept homeowner payments in accordance with Association procedures.
• Issue receipts when applicable.
• Assist residents with obtaining needed documentation
• Maintain homeowner confidentiality.

Administrative Support

• Assist the General Manager and administrative staff with daily office tasks.
• Scan, copy, file, and organize electronic and paper records.
• Prepare correspondence, notices, newsletters, and meeting packets as directed.
• Maintain office supply inventory and notify management when supplies require replenishment.

Records Management

• Maintain homeowner files in accordance with Association policies.
• File correspondence accurately and timely.
• Update databases and homeowner records as directed.
• Assist with document retention procedures.

Communication

• Answer email inquiries in a professional and timely manner.
• Forward requests requiring management review.
• Maintain professionalism in all written and verbal communication.
• Provide consistent customer service to all members of the community.

Customer Service Expectations

The Receptionist shall:

• Treat every homeowner and resident with courtesy and respect.
• Remain calm during difficult interactions.
• Listen actively before responding.
• Avoid engaging in arguments or conflicts.
• Maintain neutrality in community disputes.
• Protect confidential Association information.
• Represent the Association professionally at all times.

Preferred Qualifications

• Experience working in a homeowners association, property management, or customer service environment.
• Strong computer skills
• Good phone etiquette
• Basic accounting or cash-handling experience.

Knowledge, Skills, and Abilities

The successful candidate will demonstrate the ability to:

• Provide exceptional customer service.
• Maintain confidentiality.
• Prioritize multiple tasks.
• Communicate professionally with diverse personalities.
• Exercise sound judgment.
• Resolve routine issues while referring complex matters to management.
• Maintain accurate records.
• Adapt to changing priorities.

Physical Requirements

• Sit for extended periods.
• Occasionally stand, walk, bend, and lift up to 25 pounds.
• Operate standard office equipment.
• Use a computer for prolonged periods.

Work Environment

The Receptionist works primarily in an office environment with frequent interaction with homeowners, Board members, contractors, and vendors.

Performance Expectations

Performance will be evaluated based on:

• Professionalism and customer service.
• Attendance and reliability.
• Accuracy of work.
• Communication skills.
• Organization and time management.
• Teamwork.
• Initiative and problem-solving.
• Compliance with Association policies and procedures.

Core Values

The Receptionist is expected to demonstrate:

• Integrity
• Professionalism
• Respect
• Accountability
• Confidentiality
• Teamwork
• Positive Attitude
• Commitment to Excellent Service

Pay: From $18.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Shift availability:

• Day Shift (Preferred)

Work Location: In person

Salary : $18