Job DescriptionJob Description
The Receptionist serves as the first point of contact for residents, prospective residents, vendors, and visitors. This position is responsible for providing exceptional customer service, managing front office operations, answering phones, scheduling appointments, processing administrative tasks, and supporting the leasing and property management team in the day-to-day operations of the apartment community.
Essential Duties and Responsibilities
Customer Service
Greet all residents, prospects, vendors, and guests in a professional and friendly manner.
Answer and direct incoming phone calls.
Respond to general inquiries regarding the property, amenities, rental rates, and community policies.
Maintain a clean, organized, and welcoming reception area.
Provide excellent customer service while resolving routine questions or directing concerns to the appropriate staff member.
Administrative Support
Maintain office files, resident records, and confidential documents.
Assist with preparing correspondence, notices, reports, and other documents.
Receive, sort, and distribute incoming mail and packages.
Order and maintain office supplies.
Scan, copy, file, and organize documents electronically and in paper files.
Schedule appointments for leasing tours and resident meetings.
Leasing Support
Assist prospective residents with completing rental applications.
Collect required documentation for applications.
Schedule apartment tours for Leasing Consultants.
Prepare move-in packets and resident welcome materials.
Update prospect and resident information in the property management software.
Resident Services
Accept maintenance requests and enter work orders into the property management system.
Follow up with residents regarding maintenance status when requested.
Assist with resident event registrations and communications.
Accept rent payments according to company policy (if applicable).
Maintain resident confidentiality at all times.
Vendor & Office Coordination
Greet vendors and contractors arriving on-site.
Notify appropriate staff of scheduled appointments.
Maintain visitor logs when required.
Assist with coordinating deliveries.
Required Qualifications
High school diploma or GED required.
One (1) year of customer service, receptionist, administrative, or office experience preferred.
Previous apartment leasing or property management experience is a plus.
Strong verbal and written communication skills.
Excellent organizational and multitasking abilities.
Professional appearance and positive attitude.
Ability to maintain confidentiality.
Strong attention to detail.
Computer Skills
Microsoft Office (Word, Excel, Outlook)
Property management software (Yardi, AppFolio, RealPage, Entrata, or similar) preferred
General office equipment including copier, scanner, printer, and multi-line telephone system
Physical Requirements
Sit, stand, and walk for extended periods.
Occasionally lift up to 25 pounds.
Ability to operate standard office equipment.
Ability to move throughout the apartment community as needed.
Core Competencies
Outstanding customer service
Professional communication
Organization and time management
Reliability and dependability
Attention to detail
Teamwork
Problem-solving
Adaptability
Professionalism
Work Environment
This position works primarily in a professional apartment leasing office environment with frequent interaction with residents, prospective residents, vendors, and community visitors. Occasional outdoor walking throughout the property may be required.
Performance Expectations
Success in this role is measured by:
Providing exceptional customer service to residents and prospects.
Maintaining accurate records and documentation.
Answering and routing communications promptly.
Supporting leasing efforts through efficient administrative assistance.
Maintaining a professional, organized, and welcoming office environment.
Demonstrating reliability, confidentiality, and professionalism in all interactions.
