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HOATalent · 3 days ago

Front Desk - Part Time

McLean, VA

Full-time, Part-time

Onsite

New Grad, Entry Level

$17/hr - $17/hr

Keymont Community Management (KCM) is a leading community management firm dedicated to providing quality service through an experienced and knowledgeable team. The Front Desk Concierge will manage property objectives, greet guests, answer calls, and provide various services to residents while maintaining a professional demeanor.

Real Estate

Responsibilities

Ensure proper shift transition to include reading of memo notes, and inventory of packages and keys

Meet all reporting deadlines as assigned

Maintain an activity calendar to ensure that tasks are completed

Answer all incoming calls with a greeting (“Good Morning/Afternoon/Evening”), the name of the property, your name, and “Can I help you?”. Calls are to be promptly dispatched to the appropriate party and messages taken are to be accurate, noting the date, time, name, and number of the caller. Lastly, the caller is to be thanked

Help prepare community correspondence (notices, newsletters, etc.) to be proofed, finalized, and approved by the Portfolio or Community Manager if requested. o Maintain all files and records in accordance with GHCM’s policy and standard business practice

Review mail, outside correspondence, and inter-company correspondence. o Provide clerical assistance such as typing, filing, writing of reports, closing out daily reports, etc. as requested

Performs any additional duties assigned

Maintain a positive customer service attitude

Promote goodwill among owners, residents, coworkers, and contractors/vendors. o Maintain a well-stocked hospitality corner, if applicable, to include an ample supply of coffee, candy, cookies, etc

Be familiar with the surrounding areas in order to provide directions and/or information on nearby shopping, restaurants, transportation options, bus schedules, etc. Oversee the distribution of Common Area Keys and Equipment - In order for an Owner/Resident to avail themselves of keys to any common areas they must sign the Key Register Log and leave an identification card (e.g., driver’s license, government employee card, or any picture ID, etc.) to ensure that the key is promptly returned. Proper ID is also required when borrowing equipment, e.g., remote controls, bellman’s cart, etc

Oversee the distribution of Unit keys. If the management office or front desk holds a copy of unit keys, those keys may be distributed according to the Association’s policy. At the desk keys should be securely stored in a key cabinet or similar. Owners/Residents who are locked out may borrow keys, providing they have a valid picture ID to verify their current ownership/residency. To do so, they must sign for the keys according to the Association’s procedures and return them immediately

Accept and distribute packages and deliveries according to the Association’s procedures. This includes logging in each item, clearly marking the unit number and date on the package, storing the items securely, and notifying the appropriate person of the delivery

If applicable, coordinate selected personal services on behalf of the Owner/Resident. Such services include party planning and catering, dry-cleaning, laundry, shoe repair, maid service, car washing, carpet and upholstery cleaning; grocery shopping; travel and limousine arrangements, dinner arrangements, printing, floral services, gift purchasing and wrapping, package mailing (UPS and Federal Express), wake-up calls etc. Identify appropriate vendors to perform these services as needed

Implement the Association’s and GHCM’s policies and procedures regarding Rules and Regulations

Assist with the creation and planning of building activities

Ensure that all Owner/Resident requests and issues are handled in a timely manner and on a priority basis per policy (emergencies first; thereafter, first-come, first-served basis)

Be aware of the conditions of the lobby and common areas. Report all items that need repair/replacement to your supervisor

Assist with repair order/service request follow-up, e.g., monitoring tickets awaiting parts, ensuring satisfactory completion of repairs

Assist with supervising contractors. Distribute keys to contractors as needed. o Dispatch Emergency Maintenance Orders - After the office closes all maintenance requests are handled by the concierge staff. Every maintenance request is to be recorded according to the Association’s procedures. Non-emergency requests are to be deferred until the following day. Emergency requests must be communicated to the appropriate person. A list of what constitutes as an emergency will be provided

Provide timely, essential feedback in emergencies and follow-up via written Incident or Accident Reports

Report all items to your supervisor that negatively impact a property’s curb appeal: inappropriate window coverings (e.g., sheets, blankets), abandoned/inoperable vehicles, bicycles, etc

Inform your supervisor of any security-related issues or noise complaints. Keep written records of these items and complete Incident Reports when necessary

Qualification

Customer serviceMicrosoft OfficeHigh School DiplomaCommunication skillsOrganizational skills

Required

A High School Diploma or equivalent is required

Maintain full working knowledge of all Association operating policies and procedures

Knowledge of Microsoft Office systems, including but not limited to Outlook, Excel, and Word

General knowledge of Internet use and using Internet browsers, including changing/creating passwords and security question answers, bookmarking web addresses, and use of the community's website/web product if applicable

Ability to complete general office duties

Ability to hear and speak well enough to converse verbally over the phone and in person (expressing or exchanging ideas by means of the spoken or written word)

Ability to interpret, evaluate, and communicate detailed written or verbal instructions to others accurately and easily

Able to see well enough to use the computer effectively and read written communications

Ability to lift, push, pull, or carry up to 40 pounds for the dissemination of documents, supplies, materials, packages, etc. to various locations throughout the office/facility

May be required to climb stairs depending on the property structure