REPORTS TO:  Director of Operations

Job Overview: 

The Receptionist & Administrative Assistant provides consistent front-office coverage while managing daily office operations and defined administrative processes for Asset Management Alliance.

This position serves as the primary contact for visitors and callers, maintains an organized and professional office, and supports multiple departments. The position offers an opportunity to grow into additional responsibilities after consistent efficiency, accuracy, initiative, and ownership are demonstrated across the full role.

Key Responsibilities:

Front Office & Communication:

• Open and close the office and maintain coverage from 8:00am-4:00pm.
• Answer and direct incoming calls.
• Greet and assist visitors, clients, vendors, and staff.
• Monitor and route messages from the general office email.
• Receive, sort, scan, and distribute mail, packages, and documents.
• Enter and route maintenance requests through the work order system.

Office Operations & Organization:

• Maintain office and supply inventories and coordinate reorders.
• Organize and maintain supply areas and common office spaces.
• Coordinate meeting rooms, materials, lunches, and office events.
• Maintain organized electronic and physical filing systems.
• Complete ongoing office organization and record-management projects.

Administrative Coordination:

• Maintain schedules, records, reports, and related company communications.
• Communicate approved office or staffing updates.
• Collect and organize routine vendor documentation.
• Maintain standard forms, templates, contact lists, and administrative records.
• Assist with correspondence, notices, reports, presentations, and document preparation.

Team & Company Support:

• Provide administrative support for defined projects and company initiatives.
• Support work order data maintenance and system-related administrative projects.
• Take ownership of additional administrative processes as knowledge and proficiency develop.

Growth Opportunity

Once consistent efficiency and ownership are demonstrated across the full scope of the position, the role may expand to include additional administrative functions, operational support, and company initiatives based on the individual’s strengths and AMA’s needs.

Qualifications:

• Two to five years of administrative, office coordination, or similar experience preferred.
• Proficiency with Microsoft Outlook, Word, Excel, and Teams.
• Experience with document management or business software is a plus.
• Property management or professional services experience is helpful but not required.

Skills:

• Strong organization, accuracy, and follow-through
• Professional written and verbal communication
• Ability to balance routine work with unexpected requests and interruptions
• Initiative and the ability to work independently
• Comfort learning new technology and business systems
• Sound judgment regarding when to handle a task and when to escalate it
• Dependable, professional, and comfortable supporting multiple departments

Background Requirements:

• Valid Drivers License
• Favorable criminal background check
• Must pass drug screening
• Provide three (3) business references