FRONT DESK ASSISTANT (Part-Time)

Job Duties And Responsibilities

1. Answer incoming phone calls quickly, warmly, and professionally
2. Check voicemails throughout the day and route correctly
3. Check and respond to emails throughout the day
4. Stand, smile, and Greet visitors and ensure adherence to Company and Community policies regarding sign-in/out logs, visitor badges, and guests being accompanied by an employee
5. Provide forms and other community paperwork to residents
6. Take food orders and relay them to the café
7. Accept credit/debit payments from residents via CSI/POS for café orders, fitness classes, etc.
8. May occasionally assist the café manager in preparing and distributing orders
9. Light café duties such as making smoothies, lattes, coffee, and heating up premade meals for residents
10. Cleaning duties to include high touch/high traffic areas, reception, café, and other areas as directed by Management
11. Accept all homeowner paperwork and distribute to the appropriate critical path partner
12. Provide residents with community access items: RFID tags, stickers, fobs, etc. and provide registration paperwork to CSS for processing
13. In the absence of the CSS, assist homeowners with questions regarding their account balances, create/distribute web portal logins, provide confirmation on paperwork received
14. Go the extra mile for residents and guests by offering to make reservations, find directions, look up phone numbers, etc.
15. Uses time efficiently throughout shift by checking equipment, pool areas, inventory, etc.
16. Ensures proper coverage when it’s necessary to leave the front desk area
17. Complete data entry into Vantaca and various other software programs relating to homeowner contact information
18. Process daily incoming mail, prepare for distribution, and post outgoing mail
19. Attend each copy/supply station daily; this includes filling all copiers with paper, making sure forms are available in designated locations, and that all relevant supplies are on-hand (i.e. pens, paper clips, staples, etc.)
20. Report inventory shortages to CAM
21. Maintain clubhouse inventory, provide monthly inventory report to CAM
22. Monitor the office machines and either service when needed (i.e. if the machine is out of ink) or coordinate appropriate vendor support
23. Alert CAM/I.T. to issues related to phones, or other potentially disruptive matters in the reception area
24. Arrange for backup support for planned absences, with supervisor approval
25. Informs co-worker(s) of pertinent information at the end of the shift verbally and through email
26. Informs CAM of any resident, guest, or facility issues
27. Enrolls residents and guests in programs when applicable
28. Aids staff with lifting and storing facility equipment, furniture, and products to help maintain facility
29. Is accountable for knowing the daily events and class calendar
30. Aids Lifestyle Director and Assistant with setting up clubhouse rooms for meetings, activities, and events
31. Aids in setting up fitness rooms for classes
32. Maintain a clean and well-organized reception area
33. Maintain current records (i.e. contact lists) for the reception desk

Qualifications

• Experience in reception and customer service preferred
• High School Diploma (or equivalent)
• Proficiency in administrative support – generally 1-3 years
• Solid knowledge OF Microsoft Outlook, Excel, and Word; intermediate skills a plus
• Conflict resolution skills
• Food handling card required
• Ability to meet deadlines and address time-sensitive issues
• Superior multi-tasking skills
• Excellent written and verbal communication
• Ability to provide high-level customer service with astute attention to detail and organization
• Must be a team player
• Adaptable and dependable with a solid attendance record
• Professional and respectful demeanor with all internal and external customers at all times