Overview

Job Position

Reception & Office Coordinator

Department

Corporate Services

Reports To

President

Salary Rate

Competitive

Hours

Monday through Friday, 8:30-5:30 (or as required)

Job Type

Full Time

Required Education

High School diploma, 2-3 years in course work towards an applicable degree preferred.

Required Experience

See Job Description for detail: 2 or more years preferred

Required License or Certification

None

ABOUT THIS POSITION

Reception & Office Coordinator is our company greeter and the coordinator of the office experience for guests and employees. This position handles incoming phone calls and greets visitors in a friendly, ebullient, and professional manner and is the first important point of contact for the corporate office. Every person who calls us should think to themselves, “Wow, what a helpful happy group that is!” In order to achieve this goal, the person in this position must have broad knowledge of the company’s business, schedule and prepare meeting rooms, monitor the whereabouts of all employees, and other similar essential functions to a smooth running office.  Maintaining the orderliness of the Reception & Waiting Areas will be vital, again as a reflection of our public face to the world. This position also provides a variety of administrative and clerical functions in support of all departmental staff. The Reception & Office Coordinator is a pivotal position in the organization, directly responsible to the President and Principals as the “keeper of the corporate flame.”  Although the President and Principals may also give you assignments that cross their many areas of interest, you will be assigned primarily to the NAI Elliott office. Through your close direction of the office spirit and functionality, you will maintain the President and Principal’s VISION and business goals of the company and our responsibilities to our clients and employees.  You will be responsible for insuring that NAI Elliott is “Open for Business 24/7” through its well-supported and continually trained employees, sustained by well-designed and maintained office systems and supported with clearly communicated procedures.  This is a complex and un-endingly interesting job position and only the most optimistic, energetic, and proactive need apply!

EDUCATION, EXPERIENCE, TRAINING / SKILLS REQUIRED

  • High school diploma, or equivalent, plus at least two years of demonstrable post-high school course work relevant to office management.  College course work a plus and a college degree preferred.
  • Must have a minimum of three-years experience as a receptionist/office manager.
  • Experience in and understanding of the commercial property management field is preferred, but not required.
  • Must have a professional demeanor.
  • Excellent telephone etiquette required.
  • Must be able to use state of the art telephone systems.
  • Must be a strong team player. Shows commitment to company values.  Maintains and projects positive attitude.
  • Must have strong interpersonal skills, maturity and independent judgment. Must be capable of communicating with a diverse range of individuals. Must demonstrate common sense and discretion when dealing with sensitive business and personal matters involving staff.
  • Will have open access to the management decision-making process and must be able to maintain all aspects of confidentiality.
  • Must have the ability to organize and manage multiple projects.
  • Must have superior writing and editing capability.
  • Requires strong customer service skills to serve internal customers (staff) in order to meet their needs so they can perform professionally on their jobs.
  • Excellent attendance and punctuality required, as so many depend upon this position.
  • Must have excellent organizational and prioritizing skills and the ability to multi-task, whether with one’s own duties or while serving several people.
  • Ability to read, comprehend and apply common sense understanding to carry out simple or detailed oral and written instruction.
  • Familiarity with MS Office software a must (Excel, Word, Outlook, PowerPoint). Adobe Acrobat Pro a plus.
  • Occasionally requires the use of basic math skills.
  • Good keyboarding/typing skills.

LICENSE / CERTIFICATE REQUIRED

  • None specifically required.
  • Completion of real estate licensing in the State of Oregon (and any other state in which Elliott Associates does business) will be looked upon favorably and will be an important addition to knowledge base.

ESSENTIAL FUNCTIONS / TASKS

  • Answers incoming phone calls cheerfully, professionally and in a timely manner. Routes calls to the specified staff member or determines next best alternative based on context of conversation.
  • Greets visitors politely and professionally. Guides them to their destination.
  • Assist the company President with administrative tasks and other needs as requested.
  • Maintains office supply inventory / orders supplies as needed in a financially responsible manner.
  • Maintains scheduling, organization, and tidiness at Reception and Waiting Areas, Workroom, and all Meeting Rooms.
  • Maintains positive attitude and encourage a positive environment for employees.
  • Participate in the office “Happy Committee” to assist in coordination and implementation of employee events.
  • Maintains staff/portfolio lists.
  • Types correspondence, labels, etc.
  • Open, date stamp and direct distribution of mail in a timely manner. Distribute/send faxes in timely manner.
  • Helps to maintain formal files on managed properties for management staff, as needed.  Maintain a schedule and procedure for yearly retiring/archive of company files in accordance with state regulations.
  • Copy, assemble and distribute printed materials to/from staff as needed.
  • Purchases birthday cards for employees and coordinates staff signatures.
  • Enter received checks into check log. Provide checks to accounting and email log to appropriate parties.
  • Coordinate travel arrangements and per diem requirements for any staff travel.
  • Research and negotiate large equipment purchases.  Maintain service or lease agreements.
  • Maintain office equipment and furnishings for work stations, work room, and common areas. Become usage “expert” in the office.
  • Knowledge of and ability to set up and operate equipment used in conference calling, video conferencing, and video and slide presentations.
  • Back-up Operations Assistant on kitchen responsibilities and outgoing mailing when needed.
  • Aids in the coordination of administrative projects, as required.
  • Assist IT Manager in setting up and managing telephones and computer equipment.
  • Set up, manage and monitor after hours telephone coverage, messaging and performance.
  • Manage cell telephone purchases, maintenance, and repair.  Negotiate corporate cell service contracts, monitor usage and make recommendations to the executive committee.
  • Enter all events, meetings, holidays, etc. from the master calendar for the company to all staff network calendars and make changes through the year as needed.
  • Order food and catering for meetings as needed and directed.
  • Prints reports and collects data for office expense reimbursement and compiles reports.
  • Prepares and files incoming property invoices in accordance with established file routing system.
  • Performs other duties as needed or directed by the President.

Are you the right candidate for the Reception & Office Coordinator position?

Apply Now