About the job offer
The receptionist is the first point of contact within the company, whether in person or by telephone. In addition to this reception role, the receptionist also provides administrative assistance.
Reception management / Administrative management:
- Welcoming co-owners, customers, suppliers and tenants physically and by telephone
- Answering incoming calls, providing the necessary information and/or transferring calls to the appropriate person
- Managing and responding to front-line requests for information (customers, prospects and suppliers), within the limits of the receptionist function.
- Record and pass on important telephone messages.
- Manage the escalation process for internal requests.
- Manage incoming and outgoing mail.
- Scan and distribute invoices by email.
- Assist in the preparation of any files as instructed.
- Ensure the proper internal distribution of any notes and reports.
- Managing the arrival and departure of keys to houses, buildings and other premises.
Managing general mailboxes
Office Management:
- Managing the stock of supplies and centralising orders;
- Receives all office orders and dispatches / stores them.
- Budget monitoring of supplies (Office and Non-Office) versus stock;
- Taking care of the logistical organisation of internal meetings (monitoring reservations of meeting rooms, any teaching materials, coffee, etc.).
- Preparing meeting rooms for organised events.
- Managing the keys to the +6 / +7 premises (together with the building manager)
- Monitoring the cleaning company (see contract in place);
- Poolcar management (keys, documents, checking car condition before and after each loan by colleagues).
Skills required for the job
- Technical skills
- Basic general knowledge of the condominium management sector, private property management, general administrative management.
- Knowledge of tools (Pack Office, Microsoft Outlook, Word, EXCEL, Power Point)
- Languages: French and/or Dutch, English (optional)
- Behavioural skills
- Customer focus and interpersonal skills:
- Organisation/identification of priorities :
- Oral and written communication
- Rigour and precision