Job Description

BROOKFIELD PROPERTIES

Brookfield Properties is a leading owner, operator and developer of office and multifamily assets. Our signature office properties define the skyline of dynamic cities around the world, including gateway cities such as New York, London, Berlin, Toronto, and Sydney. Our multifamily business owns, develops, renovates and manages approximately 40,000 high quality rental apartment buildings in supply constrained markets of major cities such as New York and London, as well as high growth markets in the suburban U.S.

Voted 2020 Best Places to Work in LA by the Los Angeles Business Journal.

JOB DESCRIPTION / RESPONSIBILITIES

The Receptionist greets the public on behalf of the Company and provides general support to office staff.

Responsibilities include:

• Opening and closing the Building Management Office. Must be consistently at work, on-time as scheduled.
• Greet visitors to office, including the general public, customers, tenants, delivery persons and contractors.
• Direct all visitors to the appropriate personnel and answer all inquiries.
• Direct all incoming calls and inquiries by answering, screening, and transferring telephone calls, taking messages. Answer overflow telephone calls for departments as necessary.
• Answer and dispatch two-way radio calls. Answer and forward all inquiries.
• Sort and distribute mail and other deliveries.
• Type and distribute memos.
• Maintain Vendor, Tenant and General electronic and hardcopy files.
• Maintain the office directory, Tenant Contact and Emergency Contact lists up to date.
• Coordinate and plan meetings, schedule conference room usage.
• Maintain appearance of kitchen by stocking refrigerator and coffee areas daily.  Ensure the reception area, conference room, file room and breakroom are clean and organized at all times.
• Office supply ordering and maintenance.
• Verify/track current and correct Certificates of Insurance for all vendors requiring property access.
• Assist in mailing monthly sundry invoices, generating purchase orders, etc.
• Enter / confirm Vendor ID / Billbox code on all Accounts Payable invoices and submit / scan into system for processing.
• Assist with work orders as well as maintaining accurate tenant information in the work order system.
• Dispatch Janitorial for clean-up calls.
• Work with Property Management Team, Engineering and Security regarding after-hours activity, loading dock access, freight elevator requests, etc.
• Assist / provide support to Property Management Team as required.
• Maintain a positive work atmosphere by acting and communicating in a manner so that you get along with customers, clients, co-workers and management.
• Other duties as assigned.

QUALIFICATIONS:

• Effective communication skills with the ability to maintain successful business relationships and contacts. Must have good grammar, ability to write clearly and concisely, and able to communicate with professionalism.
• Proven record of providing excellent customer service.
• Strong organizational skills with ability to manage multiple projects simultaneously.
•  Proficient using office equipment such as personal computer, photocopier, scanner, printer, and calculator.
• Proficient using software programs such as Microsoft Outlook, Word, and Excel
• Able to perform telephone operations such as call hold, call forwarding, teleconferencing and other functions.
• Regular attendance on site is an essential function of this position. Must be able to work consistently as scheduled during normal business hours. This position is not eligible for telecommuting.

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