The Receptionist is responsible for organizing and coordinating office operations to ensure the office runs efficiently, as well as providing support to local leadership. This position will also manage all responsibilities of the reception desk, which includes answering the main phone line and greeting both callers and walk-in guests in a friendly, courteous and professional manner.
Essential Job Duties and Responsibilities
Provide administrative support to office staff and field personnel, including scheduling meetings, coordinating travel arrangements and reserving conference rooms
Provide clerical assistance such as typing, copying, filing, recordkeeping, sorting, coding and distributing departmental mail
Greet visitors, respond to inquiries sent through email and answer and direct all incoming calls and relay messages as needed
Support staffing process by coordinating prescreen interviews, scheduling onsite interviews and confirming interviews prior to meeting
Oversee new hire onboarding to include IT access request, HR paperwork and online training assistance
Establish and maintain vendor relationships and contracts to ensure best pricing on services
Responsible for purchasing and maintaining office and breakroom supplies and equipment
Prepare materials for meetings and ensure materials are organized and distributed
Process invoices, purchase orders, expense reports and maintain organized records
Manage corporate card and accounting coding of expense
Receive and log rental payment and distribute among team for posting
Compile and distribute weekly/monthly reports
Field complaints, issues and concerns from the public, clients, vendors, etc.
Assist with special projects as assigned and ensure processes are completed in a timely manner
Assist with coordinating communication between other regional offices and home office
Coordinate various office activities and events
Must maintain professional appearance and comply with company dress code policy
Other duties as assigned
Education and/or Experience
High school diploma or equivalent required
Bachelor's degree in Business, Management preferred
Minimum five years' experience in office administration and/or experience supporting senior management required
Required Licenses or Certifications
Proficiency utilizing Outlook, Microsoft Word and Excel
Ability to use general office equipment, such as telephone, fax machine, printer, copier and 10-key
Excellent customer service and interpersonal skills; ability to relate to and get along with others
Professional verbal and written communication skills
Strong organizational and time-management skills
Ability to multi-task and maintain flexibility and creativity in a variety of situations
Ability to analyze and resolve problems
Ability to set and meet goals and consistently meet deadlines
Ability to maintain confidentiality
Must maintain professional appearance and comply with prescribed uniform policy
Ability to be at work on a regular and consistent basis; overtime may be required
Physical and Mental Demands
This position will spend long hours sitting and using office equipment and computers. The position may also entail light lifting of supplies and materials occasionally, up to and including 20 pounds in addition to reaching, stooping, standing, and walking. This position requires the ability to talk, hear, compare, compute, compile, copy, analyze, coordinate, synthesize, negotiate and communicate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Standard office working environment that may be busy and noisy at times.
Invitation Homes is an equal opportunity employer committed to fostering a diverse, inclusive and innovative environment with the best associates. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, Veteran status or any other factor protected by applicable federal, state or local law. If you have a disability or special need that requires accommodation, please contact us at firstname.lastname@example.org.