Receptionist/Office Assistant

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Job description

About us

Broward Housing Solutions® is a 501(c)3 non-profit community housing development organization (CHDO) that provides quality, permanent and affordable housing opportunities to meet the needs of lower income or homeless people with disabilities who also have mental illness.

JOB DESCRIPTION

Position Title: Receptionist/Office Assistant

Date Revised: 11/18/2021

FLSA Status: Non-Exempt / Hourly

Reports To: Chief Programs Officer (CPO)

JOB SUMMARY

The Receptionist/Office Assistant is Broward Housing Solutions' (BHS) first point of contact. They monitor building surveillance, greet, assist, and provide direction and information to visiting residents and guests. They manage incoming calls, and call forwarding to BHS's after-hours phone service. This position is an in-house position, responsible for opening at 8am and closing at 5pm, Monday - Friday.

ESSENTIAL FUNCTIONS/ JOB DUTIES

• Greets residents, visitors, and guests; determines the purpose of each person's visit and directs or escorts him or her to the appropriate contact.
• Answers, screens, and directs phone calls to staff; takes messages and schedules appointments as necessary.
• Receives mail, documents, packages, and courier deliveries and delivers or distributes items.
• Takes and processes supply orders for employees at the main office
• Stocks and keeps inventory of office supplies.
• Performs administrative and clerical support tasks.
• Performs basic filing and recordkeeping.
• Monitors surveillance on all points of entry on the main building
• Handles rental and vendor payments with finance.
• Collects daily news publications and mail - distributes to appropriate staff.
• Makes sure that office adheres to CDC guidelines for cleanliness standards & safety.
• Opens office in the morning and closes at 5pm (Monday-Friday).
• Stock kitchen and copy machine area with supplies.
• Checks for incoming faxes and distributes to appropriate staff.
• Monitors all phone service messages and distributes to appropriate staff.
• Keeps shared PTO calendar and staff hybrid / WFH schedule.
• Works with cleaning staff to ensure they have enough supplies.
• Makes sure that there is front desk coverage with back-up staff when away from reception or on break.
• Works with vendors to coordinate deliveries and repair services.
• Communicates and updates staff on critical announcements that relate to delivers, ordering supplies, outages, etc.
• Performs other administrative duties as required.

REQUIRED SKILLS & ABILITIES

• Excellent verbal communication skills.
• Excellent interpersonal and customer service skills.
• Basic understanding of administrative and clerical procedures and systems.
• Proficient with Microsoft Office Suite or related software.

PHYSICAL DEMAND CLASSIFICATION:

• Prolonged periods of sitting at a desk.
• Must be able to lift up to 15 pounds at a time.

REQUIRED EDUCATION AND EXPERIENCE

High school diploma or equivalent required.

Administrative certification or related education/training a plus.

EQUIPMENT, MACHINES, TOOLS USED:
Desktop, laptop, computer software (Microsoft 365 (Outlook, Excel, Word, Access), CoAd, printer, scanner, telephone system, copier, may use other equipment as required for the position.

ADDITIONAL INFORMATION

This job description in no way states or implies that these are the only duties to be performed by the employee filling this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by leadership. Leadership has the right to add to, revise, or delete information in this job description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

SALARY
Range: $15.50-$17.00/hour (commensurate with education and experience), health, vision, dental insurance, 401K, pay for performance program.

REPORTS TO
Chief Programs Officer

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Job Type: Full-time

Pay: $15.50 - $17.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental Pay:

• Bonus pay

Education:

• High school or equivalent (Required)

Experience:

• office administration: 2 years (Required)

Work Location: One location