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JOB SUMMARY:
Operates private telephone exchange for Atlantic San Jose.
Administratively supports Property/Real Estate Manager and Executive
Suites Tenants as required. This function reports to the Property/Real
Estate Manager.
QUALIFICATIONS:
To perform this job successfully, an individual otherwise qualified must
be able to perform each overall duty and responsibility satisfactorily.
The requirements listed below are representative of the knowledge,
skill, additional qualifications, and/or ability required.
Overall Duties and Responsibilities include the following: Other duties
may be assigned
- Promote and maintain a positive image of Atlantic Aviation at
all times to all personnel, members, volunteers, vendors and the
community.
- Answer and transfer telephone calls, give information to callers
or route calls to the appropriate Atlantic personnel and place outgoing
calls as requested.
- Greet visitors, ascertain nature of business, and contact the
appropriate Atlantic personnel or other individual.
- Provide tenant services, such as, placing work orders, sending
memos, making coffee, handling of incoming and outgoing facsimile
transmissions, and copy machine preventative maintenance and servicing.
- Sign for and notify Atlantic personnel and Executive Suites
tenants of packages and deliveries as they arrive.
- Data entry or type information into computer software to prepare
correspondence, monthly tenant billings, statements, receipts, check
requests, MSDS binder, or other documents as required from Atlantic
personnel.
- Assist Property/Real Estate Manager with miscellaneous projects,
updating or rewriting of opening and closing policies, prepare leases,
move in and move outs process, office procedures, appointments, security
access lists, prepare monthly rental reports, and phone directories.
- Work directly with Facilities regarding work orders (opening,
updating and closing). Audit and manage the work order system daily and
discuss priorities with the Property Manager.
- Responsible for processing and monitoring insurance for tenants
and vendors. Data entry into software to track all insurance for
expirations and renewals.
- Assist in coding invoices related to the property and facilities
department for the Property/Real Estate Manager to review and approve.
- Maintain responsibility for the overall appearance of the
facility, i.e. meeting/ 6 conference rooms and Executive Suites kitchen
area.
- Identify and coordinate meeting/6 conference rooms for Atlantic
personnel, Atlantic visitors and Executive Suites tenants. Prepare bills
for meeting/conference room usage. Prepare and manage conference room
equipment.
- Keep inventory of general operating supplies, restock and
reorder supplies as needed.
- Order supplies for Executive Suites, i.e. supplies for copy
machine, postage machine, fax machine, computer/printer and
miscellaneous supplies as needed.
EXPERIENCE:
2-3 years of experience answering multi-switch board telephones and
receptionist duties. Must have pleasant, clear voice and good command
of the English language. Must have the ability to multi-task and handle
interruptions calmly and politely. Must have the ability to use a
computer with word processing & spreadsheet software. Insurance
experience is a plus. Professional appearance and manner required.
EDUCATION:
Requires a high school diploma or general education degree (GED), and at
least two years of related experience or equivalent combination of
education and experience.
LOCATION: San Jose, California
Please send resumes to sfrazier@sjjc.com
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