Receptionist Job at Porchlight, Inc. in Madison

Receptionist/Office Administrator

Reports to Director of Housing

JOB SUMMARY

Under the direction of the Director of Housing, the Receptionist/Office Administrator plays a key role in the Porchlight team. This individual will be the first point of contact for clients and partner agencies. The ideal candidate is highly organized, detail-oriented, and able to thrive in a fast-paced environment.

ESSENTIAL RESPONSIBILITIES/DUTIES

• Answer incoming calls, either directly to reception or redirected from the phone system.
• Provide front desk coverage and greet visitors, directing them to the appropriate staff.
• Maintain an orderly reception area and central workspaces.
• Sort and distribute mail in a timely manner.
• Accept rent payments, following rent receipt procedures for Porchlight properties.
• Assist with tenant income recertification work, including collecting and calculating required documentation.
• Maintain lists and reference materials needed for front office operations.
• Enter maintenance requests into the maintenance database based on tenant calls.
• Assist with outgoing agency mailings and prepare communications for residents as directed by the Director of Housing.
• Manage office equipment maintenance and ensure functionality.
• Perform additional tasks as assigned by the Director of Housing.

QUALIFICATIONS

• High school diploma or equivalent required; Associate degree or certificate in Office Administration preferred.
• Familiarity with multi-line phone systems.
• Excellent communication and customer service skills.
• Strong time-management and multitasking abilities.
• Proficient in Microsoft Office Suite, including Word, Excel, and Outlook.
• Experience in developing internal processes and filing systems.
• Ability to maintain confidentiality of company information.
• Non-profit or social service experience a plus.