Front Office Receptionist
This team member represents the first contact with any existing or potential new customers arriving in the main office and should create a positive first impression by providing key support for the organization’s internal and external customers. S/he must be pleasant, courteous, helpful, knowledgeable, professional, caring, adhere to personnel policies, understand privacy and confidentiality relating to information due all customers and be accurate at all times in providing information requested. This person must adhere to Berkshire Housing’s mission & goals and shall act in a way as to create a positive image of the agency. The person in this position will be responsible to and supervised by the Vice President of Development.
This position was created as we recognized the continued growth of our Housing Consumer Education Center (HCEC) as well as our continued partnership with Berkshire County Regional Housing Authority (BCRHA). One of the goals was to have a combined front door that served all consumers coming in to see those of Berkshire Housing and Berkshire County Regional Housing Authority. This “one stop shopping” concept is designed to create greater organizational capacity and a more accessible front door for housing assistance, homelessness prevention and resolution services and financial assistance options for at-risk, low income Berkshire County households. It is imperative that the person in this position have a full understanding of all programs administered between the two partnering agencies so they are successful at making the proper referrals to customers.
The duties of the Office Receptionist include but are not limited to the following:
General Office Tasks:
Greet customers that will enter the Housing Consumer Education Center (HCEC) reception area
Provide general information and assistance including Berkshire Housing’s Language Access Plan (LAP) services to walk-in customers
Answer questions &/or direct customers to appropriate staff or department(s)
Thoroughly understand the qualifications of all programs administered within both agencies to ensure proper referrals are being made.
Receive rent checks and provide receipts as needed
Schedule appointments w/customers for staff as needed
Date & time stamp all paperwork that flows through the reception window and ensure it gets into the proper staffs mailbox
Be able to refer customers to the Housing Consumer Education material or the computer if necessary in the waiting room area
Capture all HCEC data in appropriate software system(s)
Copy any relevant documents that a customer brings in to give to the appropriate staff person
Provide copies of documents to tenants that may be needed for services within the county. i.e. how much they are paying for rent.
Perform a quick program screen to be able to refer the customer to the appropriate staff member and/or appropriate housing application
Explain housing developments to customers that they may be eligible to apply for
Provide an approximate wait time if customer requests their status on a current wait list
Assist other staff in various daily tasks as needed
Hand out initial prescreen tool for those needing assistance, copy & scan once returned, enter into computer system
Update policy & procedures manual regularly
Update agencies in the community w/updated intake/assessment forms
Hand out any relevant material to customers that their program representative has ready for them
Disburse any utility allowance checks to current customers
Work closely with the staff of all and have open communication dialogue
Keep current with email correspondence
Become familiar w/industry specific software we are mandated to use
It is essential that the person in this position keep current with all changes in eligibility of programs administered as they occur
These duties are not meant to be all-inclusive. Other duties may be added that are associated with a position of this nature and added at management’s discretion
Job Classification: Full-Time
Work Schedule: Monday – Friday
8:00 a.m. – 4:30 p.m. (1/2 hour lunch)
High School Diploma
Bi-lingual Required (English/Spanish speaking)
Proficiency with typing, Microsoft Office Software (Word, Excel and Access) required
1-2 years prior experience in multi-tasked, customer service, detail oriented & fast paced office environment
Strong verbal & written communication skills
Valid driver’s license for training that may be required
Some out of town travel may be necessary for training/seminars, etc.
Experience &/or training which provides the required knowledge, skills & abilities
Resident Manager - Barrett House
The Resident Manager is responsible for supervising and/or performing maintenance on all apartments, common areas, grounds and additional structures at the apartment complex. He/she is the on-site link between tenants and Berkshire Housing Services, Inc. (BHSI) with regards to maintenance problems, tenant behavior and in general any problems which affect the efficient management of the apartment complex and the comfort, welfare and safety of the tenants. It is important that the Resident Manager hold a neutral position when there is involvement with tenant conflict. The Resident Manager is required to live in the apartment provided, and the apartment is conditional on the continued employment with Berkshire Housing.
Specific Tasks and Duties
Familiarize themselves with and be conversant in all policies and procedures
Maintain a filing system as set up by BHSI
Complete monthly and weekly reports including:
work order forms
monthly maintenance logs
unit preparation reports
Distribute flyers and other materials to all tenants
Perform annual inspections of units.
Perform and/or oversee preparation of apartments for new tenants by cleaning appliances, vacuuming/cleaning/shampooing carpets and floors, cleaning bathrooms and kitchens, and prepping and painting.
Respond to emergencies.
Be familiar with all emergency operating systems and their maintenance.
Know operational aspects of all physical operating components and how they work; and know proper vendor to call for repairs.
Supervise and/or maintain all common areas by removing trash, cleaning trash rooms, vacuuming and cleaning of all halls, stairs, carpets, community areas, laundry rooms, community kitchen, windows and walls.
Attend to or schedule repairs regarding all tenant maintenance issues.
Walk the grounds daily making sure that all litter is disposed of and check for property damage and any safety hazards.
Wash down or sweep down building where accessible to remove spider webs and bugs.
Check for proper exterior lighting.
Snow removal including maintaining sidewalks by snow blowing, shoveling, sanding, salting and remaining on site until clean up is completed.
Tenant/Management Related Issues
Show apartments to interested applicants including the Resident Manager unit.
Handle tenant complaints as directed by BHSI policy. All tenant complaints must be held in strict confidence.
Monitor the presence of outside contractors.
Purchase supplies as directed by BHSI.
Filing of inspection sheets, work orders, and purchase orders.
This job description is not meant to be all inclusive. It is expected you will perform any and all tasks normally associated with a job of this type.
20-40 hours/week, including on-call evening hours and rotational on-call weekend hours as scheduled
Resident Manager - Capitol Square Apts.
The Resident Manager is responsible for maintaining all apartments and appurtenant structures (if any) in the apartment complex. He/She is responsible for administering policies and following procedures as outlined in the Policy & Procedure manual of Berkshire Housing Services, Inc. He/She acts as the on-site liaison between tenants and Berkshire Housing Services, Inc. with regards to maintenance problems, tenant behavior, and in general, any problems which affects the efficient management of the apartment complex and the comfort, welfare and safety of the tenants. Strict confidentiality is followed and adhered to at all times with regard to management of the property and tenant related issues.
Specific Tasks &Duties include and are not limited to the following:
Inspects apartment upon tenant giving notice to vacate
Shows apartment to prospective tenants including evenings and weekends when necessary
Assists managing agent in marketing property to prospective tenants.
Performs pre-rental inspection and completes pre-rental inspection forms
Maintains an up-to-date log of all maintenance related activities
Maintains a daily log as to project activities and events other than maintenance activities, such as tenant activities, outside contractor work, official visitors to the project
Remains on-site when a significant snowfall is forecasted and until clean-up of snow is completed
Monitor’s contractors performing tasks requested by site staff or management, including vendors performing services under seasonal contracts
Polices garbage and disposal areas (dumpsters) and all grounds of apartment complex ensuring rubbish, papers and miscellaneous debris are picked up
Prepare the Preventive maintenance system reports
Goes to local supply centers to pick up supplies for the project
Distributes flyers or other materials to each apartment as requested by management
Acts in a responsible manner at all times keeping in mind the Project’s interest
Performs all other related tasks as requested by management including enforcement of property rules and regulations.
Is required to respond to emergency situations that may occur during the evening or weekends.
Performs minor maintenance tasks as directed by management.
These duties are not meant to be all-inclusive. Other duties may be added that are associated with a position of this nature.
Job Classification: Full Time
Work Schedule: Monday-Friday, weekend trash and snow removal duties.
8:00 A.M. - 4:30 P.M. 8 hours daily