This schedule is only from Monday – Friday from 8AM-4PM. While the receptionists are required to be in the office at 7:30AM, and won’t leave until 4:30PM – they will have to do some chores that may need to be done, and will not get any interruptions from calls, emails, and the like. On Sunday, Saturday, and holidays, the office will be closed.
During business hours, email? is expected to be replied to. Even though the receptionist has a work email, they are not likely to receive a lot of emails coming in their way. This is to assure that the tenant, or prospective tenant gets the information they are asking for. When signing the lease, I will always include a work contact card so they could call me if they feel they aren’t being treated properly.
Fax
Fax communications comes in 2 varieties. There is an incoming fax, and an outgoing fax. The telephony server will handle any incoming faxes. Anytime a fax is received, the system will convert it to a .pdf file, and will send the .pdf file as an email docs@fsp.homes. Since the faxes are .pdf files, I will be able to email the fax to the appropriate party. The appropriate person can deal with the fax as they see fit. If it is in regards to a tenant, a copy of that .pdf file will be inserted into that tenant’s folder for their file storage.
Outgoing faxes can be done through the Xerox. It can also be done through the eFax system. I will go into details on how the eFax system will work in a FAQ page. For most employees, the eFax system will be the best way to do things. Offices outside of this office will not have a fax machine, and will rely exclusive on the eFax system.
Telephone
Calling the office will be straight forward. All receptionists that are available when the caller calls will address the call immediately. They will answer with “Thank you for calling FSP Realty, this is name, how can I help you?” The caller will tell the receptionist the issue they wish to resolve. If this is the issue of the apartment manager, or maintenance, then they will send the caller to the appropriate party. The caller will have to repeat themselves, but this is usually done when talking to multiple people.
If there is no receptionist available, then the caller will go to voicemail. They will leave their name, telephone number, and a message. The telephony server will convert that voicemail into a .mp3 file, and email it to contact@fsp.homes. All receptionists has access to this email account, and will either handle the call themselves, or forward the email to the appropriate party.
Outgoing calls will always show the 412 number in the caller ID screen. This will allow the party to see exactly who is calling, and choose to answer the call, or send the realty company to voicemail. The receptionist will not return calls if the caller chose to not leave a message.