Barker Management Inc. is a leader in the Property Management Services industry who has provided quality service to customers since 1972! We consider the employees of Barker to be one of our most valuable resources. Our continued success depends on service-oriented employees making a difference for Barker and our customers every day. The loyalty, commitment, and dedication of Barker people have provided the winning edge in the competitive market we serve. Our customers trust Barker and the services we provide.
Hours: 8:00 am to 5:00 pm, Monday through Friday.
Employment Includes: Free medical, dental and vision after your first 90 days. 80 hours of paid vacation, 12 paid holiday's and 80 hours of sick pay as well!
Job Title: Administrative Receptionist Department:
Supervises: None
FLSA Status: Non-Exempt
Job Summary
The Administrative Receptionist is responsible for providing exceptional front-line support while ensuring the smooth and efficient operation of the corporate office. This role serves as the first point of contact for clients, visitors, and staff, while delivering critical administrative assistance to various departments. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a keen attention to detail.
Essential Duties and Responsibilities:
- Scheduling and Calendar Management:
- Coordinate and schedule appointments, meetings, and conference calls.
- Manage and maintain digital calendars for team members.
- Send meeting invitations and reminders as required.
- Coordinate booking of meeting rooms and ensure they are properly set up.
- Email and Correspondence Management:
- Monitor and manage email correspondence effectively to ensure timely responses.
- Draft, edit, and proofread emails, documents, and reports.
- Respond to routine inquiries and direct important messages to appropriate parties.
- Reception and Office Management:
- Greet visitors, ensure they are directed to appropriate personnel, and maintain a welcoming environment.
- Answer and direct phone calls in a professional manner.
- Maintain kitchen inventory and ensure office supplies are stocked.
- Ensure office cleanliness, including quarterly cleaning of the fridge.
- Coordinate/Host office events and ensure smooth execution.
- Order lunch as needed for meetings, orientation etc.
- Track, mail and email Housing Notices
- Tenant Related Issues Tracking:
- Track tenant-related issues through Smartsheet.
- Compile and provide reports on tenant issues to regional managers as needed.
- Prepare, organize, and maintain office files, both physical and electronic, ensuring all documents are up to date and accessible.
- Assist in preparing presentations, reports, and spreadsheets for various departments.
- Perform data entry and manage databases to ensure accurate information is stored and updated.
- Generate and proofread internal and external communications, ensuring consistency and professionalism.
- Handle sensitive and confidential information with discretion.
Support the admin department in various ongoing projects, ensuring tasks are completed on time and according to project guidelines.
Other Responsibilities:-
- Assist with disbursements and manage FedEx billing, Incheck, other disbursements as needed
- Prepare vendor termination letters and order necessary application and inspection forms.
- Coordinate new hire orientation logistics, including food arrangements.
- Maintain inventory of new hire gifts and reorder as necessary.
- Assist in creating voicemail messages for corporate staff and lease-up communications.
- Support applicant tracking for new business and lease-ups.
- Ensure postage machine codes are updated and oversee ink supplies.
- Track and maintain business licenses for all sites, including new and existing properties.
- File accounting folders annually
- Manage printer contracts with printer vendors .
- Perform other duties as assigned to support operational needs.
- Coordinates travel arrangements, hotel accommodations, and disbursements.
- Track and ensure Welfare Exemptions are completed for sites.
Other Responsibilities
- Other duties as assigned
* We are an equal-opportunity employer that pledges not to discriminate on the basis of race, color, age, sex, religion, national origin, etc., in hiring or promoting.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by employees assigned to this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications require of employees assigned to this job.
QualificationsPosition Requisites (Education and/or Experience and Skills)
- High school diploma or equivalent; some college coursework preferred.
- Previous experience in a receptionist or administrative support role preferred.
- Strong organizational and multitasking skills with the ability to prioritize tasks effectively.
- Proficient in office software, such as Microsoft Office, TEAMS, and office equipment (e.g., phone systems, postage machines).
- Excellent verbal and written communication skills, with a keen eye for detail.
- Ability to maintain professionalism and confidentiality in all tasks.
Skills Required
- High school diploma or equivalent
- Some college coursework
- Previous experience in a receptionist or administrative support role
- Strong organizational and multitasking skills with the ability to prioritize tasks effectively
- Proficiency in Microsoft Office, Microsoft Teams, and office equipment
- Excellent verbal and written communication skills with strong attention to detail
- Ability to maintain professionalism and confidentiality
What We Do
Barker Management, Inc. (founded 1972) is an Anaheim-based property management firm specializing in affordable and federally-assisted housing. BMI manages over 130 affordable properties (approximately 10,000 units) across California and Nevada and provides property management, construction and development services for HUD, tax-credit and other subsidized housing programs, emphasizing compliance, resident services and long-term community improvement.
