Receptionist

Job Overview: The Receptionist at Grand View will manage our front desk daily and perform a variety of administrative and clerical tasks. As the first point of contact for our clients, the Receptionist's duties include offering administrative support across the organization, coordinating front-desk activities, including distributing correspondence and redirecting phone calls.

Key Responsibilities:

• Front Desk Management: Greet and welcome guests as soon as they arrive at the office, ensuring a positive first impression of the organization.
• Communication Handling: Answer, screen, and forward incoming phone calls, ensuring prompt and professional communication.
• Information Provision: Provide accurate information in-person and via phone/email, assisting clients with general inquiries about the services provided.
• Appointment Coordination: Schedule meetings and appointments, managing the real estate agents’ calendars efficiently.
• Real Estate Support: Assist real estate agents with preparing documents, including lease agreements, contracts, and listings, as well as collecting and distributing property details.
• Database Maintenance: Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
• Record Keeping: Update calendars and schedule meetings. Keep detailed records of visitor logs and office expenses and costs.
• Office Supplies Management: Ensure the reception area is tidy and presentable, with all necessary stationery and material (e.g., pens, forms, and brochures).
• Mail Management: Receive, sort, and distribute daily mail/deliveries.
• Report Creation: Prepare reports and presentations with statistical data, as required.

Skills and Qualifications:

• Proven work experience as a Receptionist, Front Office Representative, or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, and Outlook).
• Hands-on experience with office equipment (e.g., fax machines and printers).
• Strong communication skills (via phone, email, and in-person).
• Experience with administrative and clerical procedures.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Customer service attitude with a genuine desire to meet the needs of others.