Front Desk Agent

Description

Introduction:

Seabreeze Management Company is a full-service property management firm with a diverse management portfolio of over 90,000 residential and commercial properties. Based in Aliso Viejo, California, Seabreeze has offered an unrivaled client experience to commercial common-interest developments and homeowners’ associations for over 30 years. With offices throughout California and Nevada, Seabreeze has expanded its mission to be a trusted advisor and collaborative partner with developments to build thriving associations through superior service and integrity.

At Seabreeze, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.

Summary

The Front Desk Agent ensures a smooth and efficient operation of services with a thorough understanding of building operations and customer service. Any concerns that cannot be resolved at the front desk will be escalated to the Director of Business Operations. The Front Desk Agent will serve as the Concierge/Receptionist to provide colleagues and clients with a pleasant experience. Additionally, this role will provide back-end support to the corporate office.

Essential Duties And Responsibilities

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Follows Front Desk standard operating procedures.
• Provide Front Desk coverage, Monday through Thursday, 10 am -7:00 pm and Friday, 8 am – 5 pm. (There may be an occasional weekend) or Monday through Friday 8 am - 5 pm.
• Communicate any Janitorial needs throughout the office.
• Receive and process homeowner payments and architectural submissions.
• Help distribute community items, such as fob/keys, signature cards, paperwork, etc.
• Open daily mail from U.S.P.S., FedEx, UPS, and other courier services.
• Deliver mail via mailboxes, desk / cubicles, or scanning.
• Manage FedEx, UPS, and other courier services both online portals/additional
• Maintain and update the log for incoming packages.
• Produce various reports including mail logs, courier logs, check logs, architectural submission logs, walk-in logs to management, etc.
• Manage use of company credit card, reconcile company credit card receipts, report any abuse or attempted fraud on company credit card to upper management.
• Run CINC reports nightly, to ensure Community Fact Sheets are accurate and recorded.
• Receive and distribute deliveries from Vendors, if need, escort Vendors throughout the office
• Weekly, ensure mail had not been delivered to the previous Seabreeze address, 39 Argonaut.
• Maintain and update temporary employee key fobs.
• Track all Front Desk equipment/supplies.
• Ensure reception and conference rooms are presentable and ready for client visits, at any time.
• Water plants.
• Ensure coffee, water and utensils are readily available for walk-ins.
• Assist with coordinating visits from supply vendors (i.e., Pouch, Shredit, Harbor, Seabreeze Maintenance, etc.)
• Assist call center with call overflow and our coverage during absences.
• Enforce COVID policies, escalate any concerns.
• Address safety hazards with the upper management
• All other duties as assigned
  
  

Requirements

Knowledge, Skills and Experience:

• 2 years of customer service experience in a client facing role
• Dependability
• Excellent verbal and written communication skills
• Able to exercise diplomacy and tact.
• Possess good problem-solving skills.
• Must utilize discretion in managing highly confidential or sensitive information.
• Strong interpersonal skills; able to work with all levels of management and clients.
• Ability to read, understand, and implement established policies and procedures.
• Working knowledge of Microsoft Word, Outlook, and Excel
• Must possess a clean driving record and be able to drive a manual transmission.
  
  

Minimum Education

High School diploma or equivalent required

Language Skills

The individual must have strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both orally and in writing.

Work Environment

The work environment is a typical office building. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Seabreeze is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact Vy Nguyen at (949) 334-8166.