Receptionist

Manchester, NH, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Employee Discounts

Professional Development

flexible schedule

Job Description

Associa is a leading company in the community association management industry, renowned for providing superior services to homeowners, boards, and vendors. With a solid reputation for excellence, Associa focuses on creating and maintaining harmonious communities through expert management solutions and dedicated customer service. The company stands out by fostering a growth-oriented and supportive workplace where employees can develop their careers while contributing meaningfully to the community management field. Associa's commitment to innovation and quality has cemented its position as a trusted partner for community associations across various regions, offering a dynamic and enriching work environment.

The Receptionist role at Associa is a pivotal position designed to support and streamline general office operations while enhancing customer service efforts. As the first point of contact for homeowners, board members, and vendors, the Receptionist must demonstrate professionalism, efficiency, and strong communication skills. This role involves handling incoming calls, preparing correspondence related to association business, managing mail distribution, and assisting community managers with administrative tasks such as preparing monthly board packages and maintaining association records. The Receptionist will also be responsible for reviewing invoices for accuracy and supporting other general office duties such as filing, scanning, and managing office supplies.

Working under moderate supervision, the Receptionist contributes significantly to the smooth functioning of the office by organizing workspace, ensuring timely communication follow-ups, and stepping in to assist the concierge or telephone operator as needed. This role offers an excellent opportunity to grow within the company, gaining valuable experience in association management, customer service, and administrative support. Candidates who are detail-oriented, capable of multitasking, and committed to upholding confidentiality and professionalism will find this position rewarding. Associa values employees who are proactive, adaptable, and ready to contribute to a team-oriented atmosphere where their efforts directly impact community satisfaction and operational success.

Job Requirements

Knowledge of Microsoft Office products (Word, Excel, Outlook) at a proficient level
professional communication skills (phone, interpersonal, written, verbal)
professional customer service skills
knowledge of typical business correspondence (grammar, structure, punctuation, spelling) at a proficient level
interpretation and completion of verbal and/or written instructions at a proficient level
knowledge of general office equipment (copier, fax, phone systems)
knowledge of company policies, procedures and forms
confidentiality and discretion in the performance of all duties and responsibilities
time management and time critical prioritization skills
High School Diploma or GED
0 to 3 years of directly related or closely related experience

Job Qualifications

High School Diploma or GED
0 to 3 years of directly related or closely related experience
proficient knowledge of Microsoft Office products including Word, Excel, and Outlook
professional communication skills including phone, interpersonal, written and verbal
strong customer service skills
proficient knowledge of typical business correspondence including grammar, structure, punctuation and spelling
ability to interpret and complete verbal or written instructions proficiently
knowledge of general office equipment such as copier, fax, and phone systems
familiarity with company policies, procedures and forms
ability to maintain confidentiality and discretion in all duties
excellent time management and prioritization skills

Job Duties

Organizes and prepares correspondence relating to association business
receives and responds to incoming calls from homeowners, board members and vendors
follows through on various requests
reviews invoices for completeness and accuracy and prepares payable vouchers for manager's approval if not completed by Telephone Operator
processes and distributes incoming and outgoing mail for the office and associations
prepares and assists community managers with monthly board packages and in-house mailings
updates homeowner and association information in C3 and shared files
relieves concierge/telephone operators on an as-needed basis
keeps work spaces organized and maintained
alerts Office Manager of low supplies and assists in supply stocking and distribution
processes print jobs, scanning and faxing as general office support when needed
files association documents for Community Managers
arranges for delivery and pick up of documents from storage when necessary
performs other duties as assigned