Share Email Opening Title Division Receptionist - R2  Category Administration   Description The Management Trust Position Title: Division Receptionist Location: Portland, Oregon Reporting To: Division Administrative Manager Status: Non-Exempt, Full-Time Salary: DOE COMPANY PROFILE: The Management Trust is a community association management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients' needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team. EMPLOYEE OWNER POSITION PURPOSE: The Division Receptionist is responsible for providing exceptional customer service and quality administrative support in a fast-paced and high-volume environment. This key position interacts directly with every caller and every employee. This individual is often the first voice and first face of The Management Trust, and therefore critical to the overall success of the office. The primary focus at all times is delivering a consistent, quality experience to everyone who comes in contact with reception. JOB DUTIES AND RESPONSIBILITIES: Answer incoming phone calls quickly, warmly, and professionally Check voicemails throughout the day and route correctly Greet visitors and ensure adherence to Company policies regarding sign-in/out logs, visitor badges, and guests being accompanied by an employee, as needed Process daily incoming mail, prepare for distribution, and post outgoing mail Identify high-priority and/or sensitive mail (i.e. to Human Resources), and properly route any returned mail Monitor incoming faxes and process immediately Attend each copy/fax/supply station daily; this includes filling all copiers with paper, making sure forms are available in designated locations, and that all relevant supplies are on-hand (i.e. pens, paper clips, staples, etc.) Monitor the postage machine/supplies, fund balance, and either service when needed (i.e. if the machine is out of ink) or coordinate appropriate vendor support Alert supervisor to issues related to phones, faxes, or other potentially disruptive matters in the reception area Arrange for backup support for planned absences, with supervisor approval Provide backup support/coverage for CSS Team as may be needed, with training, on tasks such as Architectural Review Application Processing, etc. Prepare conference rooms with beverages and/or meals for meetings Maintain a clean and well-organized reception area Maintain current records (i.e. contact lists) for the reception desk Maintain accurate inventory of all records located in off site storage Carry out a plan to reduce and eventually eliminate all items in storage by retrieving and scanning, then secure shredding materials Other duties and special projects as assigned QUALIFICATIONS: Experience in reception and customer service preferred High School Diploma (or equivalent) Proficiency in administrative support - generally between 1-4 years Solid knowledge of Microsoft Outlook, Excel, and Word; intermediate skills a plus Conflict resolution skills Ability to meet deadlines and address time-sensitive issues Superior multi-tasking skills Excellent written and verbal communication Ability to provide high-level customer service with astute attention to detail and organization Must be a team player Ability to manage workflow amid shifting priorities Willing to learn Company process and procedures, and learn/use proprietary software Adaptable and dependable with a solid attendance record Professional and respectful demeanor with all internal and external customers at all times ESSENTIAL FUNCTIONS: Use standard office equipment, including: computer, phone, copier/scanner, etc. Be stationary for periods of time Relocate up to (25) pounds SUPERVISES OTHERS? IF SO, LIST: None SCHEDULE & TRAVEL: Monday-Friday from approx. 8:00 am-5:00 pm This position may require occasional long hours to meet business needs The Management Trust is an Equal Opportunity employer. We celebrate and support diversity. TMT reserves the right to modify this job description at any time based on business need.   Division TMT-04-OREGON   Location OR - PORTLAND - BRANCH   EOE Statement We are an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law. We celebrate and support diversity. The Management Trust reserves the right to modify any job description at any time based on business need.   Email None Specified  This position is currently not accepting applications. To search for an open position, please go to http://TheManagementAssociationInc.appone.com WE ALSO RECOMMEND Other Jobs Within Same Category Lifestyle Director in BROOMFIELD, CO Posted on: 12/6/2023 [Apply Now] Office Manager in BROOMFIELD, CO Posted on: 12/6/2023 [Apply Now] Division Receptionist - R4 in IRVINE, CA Posted on: 12/6/2023 [Apply Now] Front Desk Assistant (Receptionist) in BROOMFIELD, CO Posted on: 12/5/2023 [Apply Now] Executive Assistant (Onsite) in HIGHLAND AREA, CA Posted on: 12/4/2023 [Apply Now] Other Jobs Within 60 Miles Community Association Manager - R4 in PORTLAND, OR Posted on: 11/20/2023 [Apply Now] Community Insurance Specialist - R1 in PORTLAND, OR Posted on: 11/17/2023 [Apply Now] Follow us See who works here:

 

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