Customer Service Associate

Job Description

Job Description

FUNCTION:

Responsible for front office reception, including greeting customers, answering phones, responding to emails, and handling general company inquiries. Performs a variety of administrative duties such as sorting and distributing mail, maintaining daily filing, and notifying the maintenance team regarding incoming maintenance requests.

Handles urgent matters related to property management with professionalism and strong communication skills. Assist with scanning monthly financials and distributing keys and parking passes as needed.

DUTIES:

1. CUSTOMER SERVICE

• Meeting and greeting customers in a professional and positive manner.
• Answer phones, screen for sales calls and route calls to the appropriate person.
• Respond to all Kendrick Property Management (KPM) emails & property management software\Buildium (BLD) requests or route to the appropriate person.
• Notify the maintenance team of all maintenance requests and call them immediately for all emergencies.
• Answer general inquiries about company.
• Send email notifications to rental and association properties regarding upcoming events requiring access to their unit or around the property –
  • Maintenance
  • Showings to prospective tenants
• Ensure reception area is always tidy.
• Coordinate mail flow in and out of office.
• Open, stamp & distribute all new mail.
• Hand out prospective tenant applications and gather necessary documents for completing background checks.
• Record rent checks for walk-in tenants into BLD and provide\offer receipt.
• Validate & issue parking passes for specific properties.
• Online portal inputs (BLD additions/notes) Document owner & tenant interactions for KPM Teams reference.
• Perform daily cash receipts filing, shredding of confidential documents and other clerical duties to support the office.
• Update KPM appointment calendar.

2. RENTAL & ASSOCIATION RELATIONS SUPPORT

• Mid-month functions in coordination with Relations Associates –
  • Fold, address & mail or email all associations invoices to owners.
  • Using the downloaded BLD Outstanding rent & association invoice report, email tenants and owners a reminder.
• Record daily rent & association fee payments.
• Maintain the Property Listing Spec sheet & BLD as new information becomes available.
• Load Association documents to the website & BLD files.

3. SUPPORT SERVICES\OTHER - Provides a variety of key functions to support the daily operations of the office.

• Develops a general understanding of each property based on the property spec sheet and written leases to be able to communicate information regarding property inquiries.
• Supports the maintenance of central documents.
• Oversee the general maintenance of the office which includes but not limited to the removal of recycling, trash and periodically wiping down the front office area.
• Documents Police reports by emailing the report to tenants (& guarantors) and if necessary, scheduling inspection. File documents in tenant’s lease folder.
• Completes special projects, duties and reports as requested by management.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.

Knowledge/Skills/Experience Requirements:

• Excellent verbal and communication skills
• Moderate organizational skills
• Ability to meet deadlines & problem solve in a calm manner
• General software knowledge & comfortable use of Microsoft Office, Word, Excel & Teams.
• Experience using Web based software and searching for information.
• Ability to maintain a high level of confidentiality and sensitivity relating to tenant and owner information.
• General knowledge of real estate rules & regulations regarding tenancies is a plus but can be learned on the job.

Educational Requirements:

• High School Degree or equivalent experience

Physical Demands/Conditions Requirements:

• Ability to see and speak
• Ability to walk and move
• Ability to sit continuously
• Ability to lift 10 -15 pounds periodically
• Ability to pick, count, pack
• Repetitive hand, wrist and arm motions

Equipment Used:

• Telephone
• Microsoft Office Suite
• Property Management Online Portal
• Personal computer
• Copier
• Scanner
• General office equipment

Principle Contacts:

• Communicates with Customers, Owners of the properties & Tenants.
• Interacts and works closely with other members of the KPM staff.
• Outside contacts with vendors and local town officials.

Requirements are representative of minimum levels of knowledge, skill and ability. To perform this job successfully, the incumbent will possess the abilities or aptitude to perform each duty proficiently.

Company Description

Kendrick Property Management (KPM), situated in the heart of the Pioneer Valley in Hadley, Massachusetts, extends its professional services to Franklin, Hampshire, and Hampden County. With a focal presence in Northampton and Amherst, the majority of our managed properties are strategically located in these vibrant communities.

Specializing in the management of condominium complexes and multi-family properties, KPM is dedicated to providing comprehensive services that encompass management, maintenance, administrative, and financial facets. Our experienced team ensures the seamless operation and optimal performance of the properties under our care. Trust Kendrick Property Management for a tailored and professional approach to property management in the Pioneer Valley region.

Company Description

Kendrick Property Management (KPM), situated in the heart of the Pioneer Valley in Hadley, Massachusetts, extends its professional services to Franklin, Hampshire, and Hampden County. With a focal presence in Northampton and Amherst, the majority of our managed properties are strategically located in these vibrant communities.\r\n\r\nSpecializing in the management of condominium complexes and multi-family properties, KPM is dedicated to providing comprehensive services that encompass management, maintenance, administrative, and financial facets. Our experienced team ensures the seamless operation and optimal performance of the properties under our care. Trust Kendrick Property Management for a tailored and professional approach to property management in the Pioneer Valley region.