Front Office Manager

Front Office Manager White Management Scarsdale, NY Job Details Full-time From $25.60 an hour 5 hours ago Benefits Paid time off Qualifications Teamwork Microsoft Outlook Scanning Administrative experience High school diploma or GED Full Job Description

RECEPTIONIST / ADMINISTRATIVE ASSISTANT

White Management — Property Management Services Full-Time | In-Office

ABOUT THE ROLE

White Management, a residential property management company overseeing a multi-building portfolio across Westchester County and the Bronx, is seeking a professional, organized, and personable Receptionist to serve as the first point of contact for our office. This role combines front-desk hospitality with hands-on administrative support across maintenance coordination, accounts receivable, accounts payable, and board-level functions. The ideal candidate is detail-oriented, dependable, and able to juggle multiple priorities in a fast-paced environment.

KEY RESPONSIBILITIES

Front Desk & Office Operations Greet and welcome guests as soon as they arrive at the office Direct visitors to the appropriate person in the office Ensure the reception area is tidy and presentable, with all necessary stationery and materials (pens, forms, brochures) Maintain overall office cleanliness and prepare the conference room for any meetings Receive, sort, and distribute daily mail and deliveries Order and maintain all office inventory and supplies Phones, Email & Calendar Answer, screen, and forward incoming phone calls and emails, or take detailed messages Log call history in ACT or the current CRM Handle follow-up calls through the CRM and/or email where appropriate Transfer calls to the appropriate party when needed Maintain company calendars — schedule meetings, calls, and appointments, and notify the team of any double bookings or conflicts Mail, Scanning & Correspondence Work with the Accounts Payable (AP) department to print checks and scan mail Separate and label all bills and invoices, and save them in their appropriate location on the server Scan all mail correspondence, distribute to the appropriate parties, and save copies on the server Maintain and check the Fax Inbox, distribute items to the appropriate department, and save copies on the server Proofread correspondence going out of the office Assist with mass mailings Data Entry & Records Perform data entry for new residents, assessment letters, and other relevant information Immediately bring all court paperwork and other time-sensitive or important information to the attention of the appropriate parties Organize board packages when needed Collaborate with team and board members on newsletters Work Orders & Maintenance Coordination Follow up with the property manager on any complaints or work needed in units or buildings Print notices for Superintendents Order items needed for Superintendents — only when approved Generate work orders for all properties:

• Schedule work orders in the CRM
• Set priorities for work orders and other tasks to ensure timely follow-up
• Update the work order spreadsheets for all properties that maintain them, and check in with the Supers to confirm completion within the expected timeframe
• Ensure spreadsheets are up to date prior to any board meeting for the manager Parking Requests Maintain and process parking requests as needed Track the waiting list in the CRM and on the server, and update parking charts Inform Accounts Receivable (AR) of any parking changes Call owners and tenants when spots become available — parking requests should be directed to AR Receptionist may take the initial request and log it into the CRM and waiting list; however, the message or call should ultimately be directed to AR Applications & Board Support Assist with and print applications for board members who request a hard copy, and ensure they are organized properly Scan new applications, enter them into the CRM, start the applicant profile, and notify AR so the department can begin processing

QUALIFICATIONS

High school diploma or equivalent required; associate's degree or relevant coursework preferred Prior experience in a receptionist, administrative, or property management support role preferred Proficiency with Microsoft Office (Word, Excel, Outlook) and the ability to learn CRM systems such as ACT Strong written and verbal communication skills, with excellent proofreading ability Highly organized, detail-oriented, and able to manage multiple priorities simultaneously Professional, courteous, and customer-service-oriented demeanor Ability to handle confidential information with discretion Reliable, punctual, and able to work independently as well as part of a team

WORK ENVIRONMENT

This is a full-time, in-office position. The role involves prolonged periods of sitting at a desk, working on a computer, and answering phones, with occasional light lifting of office supplies, mail, and materials (typically under 25 lbs).

WHY JOIN WHITE MANAGEMENT

Established property management company with a stable, multi-building portfolio Collaborative team environment with direct exposure to all departments Opportunity to grow into broader administrative and property management responsibilities

Job Type:

Full-time Schedule:

Monday to

Friday Work Location:

In person White Management is an equal opportunity employer.

Pay:

From $25.60 per hour

Benefits:

Paid time off

Work Location:

In person