Eden Housing

  • Front Office Coordinator

    Job Code
    DJOB
    # of Openings
    1
    Category
    Administration
    Eden Housing Properties
    Central Office - Hayward
  • Summary

    Under the direct supervision of the Internal Operations Manager, coordinates front office responsibilities, including managing the switchboard, dealing with guests and visitors.  Assists with office management and administrative support responsibilities.  Always represents Eden Housing with a high degree of professionalism, diplomacy, tact, and strong customer service orientation.

     

    Provides administrative support to Internal Operations Manager, Property Management, Resident Services, and other departments as needed.

    Essential Duties & Responsibilities

    ESSENTIAL DUTIES AND RESPONSIBILITIES

     

    Central Office phone & visitor/guest management (30%):

    • Answers phones & greets guests/visitors with high level of professionalism and strong customer service orientation. Routes and refers calls and guests accordingly.  Screens calls for President.
    • Takes detailed messages as needed and communicates them in a timely manner to appropriate staff.
    • Escalates problems/concerns as needed to appropriate staff using judgement and discretion.
    • Demonstrates patience and compassion when dealing with high-need callers and guests.
    • Handles sensitive information in confidential manner (resident-related, staff-related, and company-related info).
    • Retrieves and responds to all general mailbox voicemails within a timely manner.
    • Responds to Eden’s Info e-mail box within 24-hours of receipt.
    • Posts Central Office schedule changes/closures 72-hours in advance.
    • Interest lists for new properties: Update all lists as needed and close out lists after lease-ups are complete

     

     

    Mail Coordination (10%):

    • Manages and processes all incoming mail including opening, date stamping, sorting, logging checks, and distribution in a timely manner.
    • Prepares outgoing mail (Fed Ex, registered and regular mail).
    • Coordinates interoffice mail distribution.
    • Executes large mailings for events, lease-up efforts, PR/Fundraising efforts, employee communications, etc. as needed.
    • Distributes bi-weekly paychecks.
    • Maintains organization and adequate supply of mail room, mail supplies, postage, and equipment.
    • Ensures that mail room is free of boxes and clutter.

     

    Office Management (30%):

    • Performs opening duties including, but not limited to: unlocking door, unloading dishwasher, opening blinds, making coffee, straightening/organizing front desk and lobby area, etc.
    • Performs closing duties, including, but not limited to: locking front door, cleaning kitchen/conference rooms/lobby area/front desk, closing blinds, etc.
    • Purchases office, kitchen, bathroom supplies on a bi-monthly cycle.
    • Creates supply inventory system and maintain as needed.
    • Processes Corovan (long-term storage) requests – for retrieving from and sending boxes to storage.
    • Maintains cleanliness and organization of front desk and lobby at all times. Assists in regular organization, cleanliness, and maintenance of all office common areas such as the fax/copy areas, mail room, conference rooms, file room, storage room, pantry cabinets, conference room cabinets, etc.
    • Makes recommendations for improvements in office related policies and procedures to improve operational efficiency. Implements these improvements as appropriate.
    • In conjunction with the Internal Operations Manager, contact maintenance staff and vendors as needed to respond to problems/concerns.
    • Point of contact for Central Office’s Janitorial service.
    • Ensures that mail room is free of boxes and clutter.

     

    Operations Support (20%):

    • Maintains the company’s office supply ordering account, and ensuring that proper access are distributed to all site staff members
    • Ensure new properties are properly setup for office supply ordering
    • Distribute / update office supply login details for all users as needed
    • Track all distribution and collection of company cellphones
    • Issue / Repurpose cellphones to various staff members

     

    Administrative Support Coordination (10%):

    • Assists with logistics for company events and meetings.
    • Deliver mail to post office or FedEx as needed.
    • Help with mass mailers.
    • Processes administrative support requests, as assigned, on a regular, seasonal, and special project basis.
    • Provides back-up and assistance to other support staff as needed.
    • Run errands as requested.
    • Successfully plans, manages, and executes all aspects of high-level special projects, as assigned.
    • Provides support for All Company Meetings, All Property Operations Quarterly Meetings, Grand Openings, and Groundbreakings, employee bonding and appreciation events and other company events.

    Qualifications

    EDUCATION and/or EXPERIENCE

    • Associate's degree (A. A.) or equivalent from 2-year college or technical school;
    • OR administrative experience with demonstrated ability to work autonomously and under limited supervision;
    • OR equivalent combination of education and experience.
    • Must be flunt in Spanish 

     

    PREFERRED SKILLS and/or ABILITIES

    • Acceptance and application of the confidential nature of the position.
    • Demonstrated ability to operate a multi-line phone system.
    • Professional, customer-service oriented attitude and demeanor.
    • Ability to be flexible and respectful to callers and visitors. Ability to remain calm, patient, and professional during stressful situations.  Ability to exercise good judgement and discretion.
    • Excellent interpersonal and verbal communication skills. Solid written communication skills.
    • Ability to work in a team environment and take direction from others.
    • Basic to intermediate proficiency with Microsoft Word and Excel, e-mail and the Internet. Experience with Microsoft Access and PowerPoint a plus.
    • Ability to type accurately at speed of 55 wpm.
    • Ability to multi-task, prioritize, and follow-through.
    • Strong organizational skills, attention to detail, and basic problem solving skills
    • Demonstrated proficiency working with standard office equipment and machines (fax machine, copy machine/scanner, postage machine, etc.).
    • Commitment to the companies’ goals and philosophy

     

    CERTIFICATES, LICENSES, REGISTRATIONS 

    Valid California Driver’s License and insurance required.

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