The
Receptionist performs receptionist and diverse business office duties that are
technical and detailed. In performing these duties, the Receptionist is the
first point of contact for anyone coming to the Community.
Areas of Responsibility
First point of contact – via telephone and walk-in traffic – with
prospects, residents, family, staff and vendors.
Greet all guests, visitors, residents, and vendors in a positive,
friendly manner; ensuring a welcoming Community atmosphere is established.
Interface daily with staff, residents, prospects, families, and
vendors. Approach all encounters with residents and employees in a friendly,
service-oriented manner.
Develop and maintain files according to the direction of the Business
Office Manager, Community Director and Company policies and procedures.
Maintain confidentiality of all pertinent resident, staff or Community
information deemed as such.
Assist the Business Office Manager with Purchase Orders.
Respond to emergencies and complete appropriate paperwork.
Responsible for the generation and maintenance of various reports and
manuals as directed.
Provide support to various Department Heads, the Sales & Marketing
Department, the Business Office Manager, and the Community Director.
Receive resident requests for maintenance in their apartments using the
Company Work Order system.
Answer the telephone, take messages, greet and direct visitors and
vendors to the appropriate party.
Responsible for the daily retrieving, preparing and distributing of
both incoming and outgoing mail, courier services and packages.
Prepare correspondence and maintain other documents as required
including guest book and activity report package
Accept and sign for all package and courier service deliveries to the Community.
Direct all large deliveries to the service area and notify the appropriate
Department Head to meet the delivery person.
Communicate with all visitors as to their business. Have the visitors
sign in using the guest register book. Detain and report any visitors that are
not conducting legitimate business on the Property or are soliciting without
permission.
Monitor audible door alarms that indicate an entry door(s) is not
secure; secure doors as necessary (if applicable)
Monitor and respond, per Community policies, to all resident call and
fire system alarms.
Report any and all deferred maintenance, vandalism or hazardous
situation to the Business Office Manager as discovered and take appropriate
action as necessary.
Maintain high standards of personal appearance and
grooming, which include wearing appropriate attire and name tag when on duty.
Greet all potential residents and their families by
name and have them introduced to Sales & Marketing.
Be constantly watchful of signs that residents are not
able to function independently or a change in resident’s behavior. Report all signs to the Business Office
Manager following the Company policies and procedures.
Assist emergency medical personnel, fire department
and/or law enforcement as necessary.
Other
duties as assigned.
Special
Requirements/Certifications:
Minimum of high school diploma or
equivalent.
Minimum one (1) year experience as
receptionist in a professional business environment.
Must have working knowledge of appropriate
Microsoft Office programs.
Must have working knowledge of office
equipment such as copy machine, calculator, and multi-line telephone system.
Must
pay attention to detail, be organized and flexible/adaptable, and be able to
multi-task.
Must have demonstrated teamwork skills and
be able to work under stressful conditions.
Must have a
positive Background Screening, pass a physical having no signs or symptoms of a
communicable disease including tuberculosis where required. Freedom from
tuberculosis must be documented on an annual basis where required.
Must adhere to
our substance abuse policy, as the Community is a drug free work place.
