Office Administrator

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Job Title: Receptionist / Office Administrator (Part-Time)
Location: Independence, Ohio
Work Schedule: Monday – Friday, 9:00 AM – 1:00 PM or 9:00 AM – 2:00 PM (20-25 hours per week)
Pay Rate: $20.00 per hour
Work Environment: 100% In-Office

Position Overview

A commercial real estate and property management firm in the Cleveland area is seeking a Receptionist / Office Administrator to support daily office operations and provide excellent service to tenants, vendors, and internal staff. This role is responsible for managing front desk activities, coordinating administrative tasks, and assisting with property management support functions.

This is a contract position with potential for hire after 90-120 days based on performance and business needs. The role is part-time and requires a professional presence, as the receptionist serves as the first point of contact for visitors and tenants.

Key Responsibilities

• Answer and route incoming phone calls using phone system software

• Manage incoming mail by opening, sorting, and distributing

• Monitor and check company voicemail boxes

• Receive and distribute office deliveries

• Record daily receipt checks for listings

• Print and process invoices received through company email

• Code and stamp utility invoices and maintain tracking spreadsheets

• Assign maintenance personnel through the work order system for tenant requests

• Coordinate conference room scheduling for tenants and staff

• Handle tenant requests, service needs, and complaints professionally

• Complete and maintain W-9 forms and related records

• Process invoices and send tenant statements through property management software

• Scan, copy, and organize office files and documentation

• Assist office staff with various administrative tasks

• Order office, kitchen, and postage supplies as needed

• Maintain copy room equipment and general office organization

• Create PowerPoint presentations as requested

• Manage tenant fitness waivers and tenant access fobs within building software

• Maintain and update the company website weekly

• Assist with occasional data entry for local city project reporting systems

• Coordinate internal distribution of company event tickets and assist staff with the MLB app when needed

• Package and ship personal items for ownership upon request

Required Qualifications

• Previous administrative or receptionist experience

• Strong communication and customer service skills

• Professional demeanor and appearance

• Excellent organizational and multitasking abilities

• Reliable and punctual with strong attention to detail

• Proficiency with Microsoft Excel, Word, Outlook, and PowerPoint

Preferred Qualifications

• Experience in commercial real estate or property management environments

• Familiarity with tenant service requests or vendor coordination

• Experience using property management or accounting systems

Skills & Attributes

• Highly organized and detail-oriented

• Strong interpersonal and communication skills

• Ability to manage interruptions and prioritize tasks effectively

• Customer-service focused with a professional approach

• Comfortable learning and adapting to new software systems

Technology Used

• Microsoft Excel, Word, Outlook, PowerPoint

• Property management and accounting software systems

• Access control and tenant management platforms

• Work order and maintenance request systems

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