Front Desk Associate

Oakland, CA, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $28.00 - $30.00

Work Schedule

Standard Hours

Flexible

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional development opportunities

Employee Discounts

Commuter Benefits

Job Description

ArtHaus Works and ArtHaus Properties represent an innovative and vibrant community that blends creative office spaces, artist studios, and maker spaces with residential and mixed-use properties. ArtHaus Works is dedicated to fostering a collaborative environment that brings together various creative professionals under one roof, creating a unique ecosystem for creativity and innovation. Complementing this is ArtHaus Properties, which manages the residential and mixed-use assets, ensuring seamless property management and tenant satisfaction. Together, these entities provide a dynamic and inspiring setting for both work and living, focused on community, convenience, and creative engagement.

The Front Desk Associate role at ArtHaus is a pivotal position that supports the daily operations and enhances the overall experience for members, tenants, residents, and guests across both ArtHaus Works and ArtHaus Properties. This employment opportunity is typically full-time and involves a blend of customer service, property management assistance, and operational support, offering exposure to both residential and commercial property management functions. The salary is competitive and reflective of the hospitality and property management industry standards, designed to attract candidates passionate about providing excellent service and operational excellence.

In this multifaceted role, the Front Desk Associate is the first point of contact for anyone entering the building or interacting with ArtHaus. Responsibilities range from greeting residents and members, handling inquiries and service requests, to supporting basic accounting functions such as rent payment processing and ledger reviews. Additionally, the role requires maintaining an organized and professional front desk environment, managing work orders through specialized software such as EliseAI and HappyCo, and assisting with mail distribution and communication efforts.

The position demands strong organizational skills and the ability to multitask effectively in a fast-paced environment with ever-changing priorities. The Associate also plays a key role in supporting event coordination and execution at ArtHaus, including vendor management, invitation handling, and onsite guest services. This ensures a vibrant community atmosphere and smooth operations behind the scenes.

Ideal candidates possess excellent communication skills, a customer-first mindset, and the technical aptitude to learn and work proficiently with various management systems like Yardi and EliseAI. Spanish language skills are an added advantage, enhancing the capacity to serve a diverse community. Professionalism, reliability, accountability, and a strong work ethic are essential traits for success in this role.

Joining ArtHaus means becoming part of a forward-thinking team dedicated to enriching the creative community and supporting property operations with a high level of care and efficiency. It is an excellent opportunity for individuals eager to develop their careers in real estate operations and customer service while contributing to a vibrant, creative environment where work and lifestyle blend seamlessly. Whether assisting with resident concerns, facilitating smooth member access, or helping orchestrate community events, the Front Desk Associate plays a crucial role in maintaining the energy, professionalism, and welcoming atmosphere that define ArtHaus.

Job Requirements

High school diploma or equivalent
1-3 years of relevant property management or customer service experience
basic math and accounting skills
proficiency in Microsoft Office and Google Workspace
ability to use property management software such as Yardi and EliseAI
excellent communication and interpersonal skills
ability to multitask and prioritize in a fast-paced environment
willingness to assist with after-hours event support
Spanish language skills preferred but not required
strong organizational skills and attention to detail
ability to work independently and as part of a team

Job Qualifications

Front desk or customer facing experience
1-3 years property management or customer-facing experience
basic understanding of resident ledgers, rent collection, and billing processes
strong communication, organization, and multitasking skills
ability to work in a fast-paced environment with shifting priorities
proficiency in Microsoft Office and Google Workspace
ability to quickly learn systems such as Yardi and EliseAI
Spanish language skills a plus
demonstrates professionalism, reliability, accountability, and strong work ethic

Job Duties

Greet residents, answer calls, and handle customer service requests
respond to resident inquiries and escalate issues as needed
review resident ledgers and answer basic billing questions
process rent payments (checks) and ensure accurate posting
prepare move-out statements with manager oversight
generate 3-day notices with manager review and approval
manage and complete tasks in EliseAI
create and close work orders in HappyCo in accordance with SOPs
assist with smart lock troubleshooting and key/access management
coordinate key drop-offs and access logistics as needed
support resident conflict resolution and escalate when appropriate
create flyers and basic communications for residents
serve as the first point of contact for members, guests, vendors, and tours
greet and check in guests, and direct inquiries appropriately
answer and route phone calls with standardized message intake (name, phone, building/unit, issue)
respond to inquiries and escalate issues per established protocols
maintain a clean, organized, and professional front desk environment
enter and track member requests in CRM/Yardi to ensure proper documentation and follow-up
assist Leasing Manager with onboarding of ArtHaus Works members (move-in readiness, welcome materials, access coordination)
coordinate key/access management and member support needs
perform scanning, filing, document processing, and general administrative tasks
assist with mail handling and light mail campaigns
assist in creating, tracking, and closing work orders in Yardi in accordance with SOPs
guide members on portals, payments, and building procedures
conduct daily walkthroughs to ensure cleanliness and presentation of common areas and conference rooms
execute opening and closing procedures per established checklists
coordinate meeting support, including lunch setup for executive and internal meetings
assist in planning and execution of ArtHaus Works and ArtHaus Living events
draft and send event invitations and assist in tracking RSVPs
coordinate event logistics including vendor management, materials preparation, and space setup
provide on-site event support including check-in and guest experience
handle event setup, breakdown, and resetting of spaces