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Front Office Receptionist

3 weeks ago

Calgary, Alberta, Canada AM PM Properties Inc Full time

Job Title: Front Office Receptionist

Location: Calgary, AB

Reports To: Office Manager / Operations Head

Position: Full-Time

Position Overview

The 
Front Office Receptionist
 plays a crucial role in ensuring the smooth day-to-day operations of the property management office. This position involves managing phone communications, organizing administrative systems, coordinating key and lockbox processes, and providing support to internal teams. The ideal candidate will maintain a professional, organized, and welcoming office environment while delivering excellent service to clients, tenants, and vendors.

Key Responsibilities

1. Phone & Communication Management

  • Answer and direct incoming call in a professional and courteous manner.
  • Take accurate messages and ensure timely follow-up.
  • Screen and route calls to the appropriate team members or departments.
  • Provide general information to clients, tenants, and vendors as needed.
  • Provide initial information to prospective owners and book appointment with business development representative.

2. File & Document Management

  • Maintain organized filing systems (both physical and digital).
  • Scan and upload paper documents to designated folders on OneDrive.
  • Ensure proper storage and confidentiality of all records.
  • Keep up-to-date records of tenant agreements, leases, and other key documents.

3. Key & Lockbox Management

  • Maintain detailed logs for keys, lockboxes, and property access codes.
  • Ensure secure storage and easy retrieval of all keys and lockboxes.
  • Coordinate key handovers with proper documentation and authorization.

4. Office Administration

  • Perform general administrative duties including filing, organizing supplies, and maintaining a tidy workspace.
  • Manage inventory and order office supplies as needed.
  • Assist in coordinating meetings, office activities, and internal events.
  • Support administrative tasks such as data entry, document preparation, and printing.

5. Appointment & Calendar Coordination

  • Schedule appointments for property management, maintenance, and leasing teams.
  • Confirm and follow up on scheduled visits with tenants, clients, and vendors.
  • Maintain team calendars to prevent scheduling conflicts and ensure timely coordination.

Qualifications & Skills

  • Previous experience in an administrative, receptionist, or front office role (preferably in property management, real estate, Call center or Hospitality).
  • Strong organizational and multitasking abilities.
  • Excellent verbal and written communication skills.
  • Proficiency in MS Office and OneDrive (or similar cloud systems).
  • Attention to detail and ability to handle confidential information.
  • Professional demeanor with strong customer service orientation.

Work Environment

  • Office-based position located in Calgary.
  • Collaborative team environment with direct interaction with tenants, clients, and vendors.

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