Office Receptionist

Description

The Company

FirstService Residential provides full-service, professional association management services to more than 6,500 properties and over 1.5 million residential units across 21 U.S. states and three provinces in Canada.

As North America’s property management leader, we continually refine and enhance our services, building long-term client relationships and delivering genuinely helpful support that adds value to communities and enhances lifestyles. Our associates are our greatest asset, and we invest in their growth through training, education, and career development opportunities.


Position Overview

The Receptionist serves as the first point of contact for residents, visitors, vendors, and associates, ensuring a professional and welcoming experience at all times. This role is responsible for front desk operations, visitor management, mail services, and general office support while upholding FirstService Residential service standards.


Essential Duties & Responsibilities

• Serve as the first point of contact for all visitors, residents, vendors, and associates
• Answer incoming telephone calls and promptly route them to the appropriate individual
• Manage all front desk operations with professionalism and discretion
• Greet visitors, provide directional guidance, and notify associates of arrivals
• Utilize the Prism visitor management system to record and maintain daily visitor logs
• Coordinate with HR to order and distribute associate ID badges
• Serve as a liaison between FirstService Residential associates, building management, and external stakeholders
• Coordinate with the Closings Department to record closing activity and visitor information in Prism
• Maintain reception, kitchen, and conference room areas in an orderly and presentable condition
• Ensure building security by restricting unauthorized access to office areas
• Support internal events and meetings, including setup and breakdown
• Assist with office supply inventory and restocking
• Perform ad hoc administrative and clerical projects as assigned

Mailroom & Office Support Responsibilities

• Sort and distribute incoming mail efficient
• Support mailroom operations for checks, packages, and deliveries
• Log and track messenger envelopes and parcels requiring signatures (UPS, FedEx, DHL, Certified Mail, etc.)
• Weigh, stamp, and process outgoing mail
• Assist associates with mail-related and clerical inquiries
• Provide support for office furniture and file movement as needed

Additional Duties & Responsibilities

• Adhere to FirstService Residential global service standard
• Conduct business with the highest level of personal, professional, and ethical conduct
• Assist with operational needs to maintain workflow and meet deadlines
• Notify management of unusual operational issues or equipment failures

Education & Experience

• Associate degree preferred but not required

Knowledge, Skills & Abilities

• Superior verbal and written communication skilla
• Professional phone etiquette and customer service mindset
• High energy, flexible, and adaptable with the ability to multitask under pressure
• Highly organized with strong attention to detail
• Working knowledge of Microsoft Office and Windows environments
• Ability to work both independently and collaboratively in a team setting
• Strong critical thinking and problem-solving skills with minimal supervision

Physical & Scheduling Requirements

• Ability to walk, stand, squat, bend, kneel, and perform prolonged standing
• Ability to lift up to 40 pounds as needed
• Willingness to work overtime for events, meetings, or after-hours support
• Schedule: 9:00 a.m. – 5:00 p.m., Monday through Friday, with a one-hour lunch break
• Must be able to commute to the office five days per week

Compensation:

$20-22/hr

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com.

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.