Receptionist, Activities

About the Role

The Receptionist, Activities serves as the first point of contact for members and guests, providing a warm welcome and ensuring an exceptional experience. This role is responsible for greeting members, answering phones, handling inquiries, assisting with reservations (dining, events, spa, or activities), and maintaining accurate records. The associate ensures smooth communication between departments, provides information about club services and amenities, supports the Activities Department, and upholds the highest standards of hospitality.

Responsibilities

• Greet visitors, determine the nature and purpose of visit, and direct or escort them to specific destinations.
• Promptly answer telephone and emails using positive and clear English communication.
• Operate telephone switchboard to answer, screen and forward calls, provide information, take messages, and schedule appointments.
• Maintain and update appointment calendars.
• Provide information about the establishment such as location of departments or offices, contact employees, services provided, and hours of operation.
• Oversee member and guest inquiries and needs; resolve issues and address concerns in a timely manner.
• Create, process, and distribute guest passes and perform daily charges to member accounts.
• Provide Notary services to members/guests if licensed.
• Maintain the member roster, print and bind member rosters and calendars.
• File, maintain, and scan records; summarize results of comment cards monthly.
• Manage incoming prospects and assign a tour guide.
• Handle daily mail collection, interoffice mail collection, and distribution.
• Inventory office supplies and maintain a clean and organized workspace.
• Perform administrative support tasks (e.g., proofreading, transcribing handwritten information).
• Assist in all areas of Club Operations as requested.
• Print necessary flyers and event signs as directed; take/confirm reservations for upcoming events and manage waitlists.
• Upload digital media to TVs around the Club.
• Create and maintain the Monthly Event Schedule and distribute to all necessary managers.
• Maintain monthly event participation pace report and distribute to appropriate parties (daily during the season, October through May).
• Assist in creating, printing, and cutting buffet signs, event booklets, menus, and flyers when requested.
• Assist with special assignments/projects to support the Events Manager.
• Timely and consistent attendance is essential; irregular attendance may result in disciplinary action, up to and including termination.
• Comply with company rules and regulations for the safe and efficient operation of the facilities; violations may result in disciplinary action.

Requirements

• High School diploma or equivalent required; a four-year degree in hospitality, event planning, or a related program is preferred.
• Previous experience in the hospitality industry, particularly in a private club setting, is preferred.
• Proficient in Microsoft Word and Excel; Canva experience is a plus.
• Excellent attention to detail and verbal and written communication skills.
• Prior experience in an office environment preferred.
• Strong interpersonal and relationship-building skills.
• Solid organizational and time-management skills with the ability to manage multiple priorities.
• Ability to work independently with minimal supervision, prioritize tasks, and meet deadlines.
• Provide a positive role model for professionalism and the culture of the organization.
• Maintain strict confidentiality.
• Ability to assimilate innovative ideas and work well in a changing environment.
• Demonstrated ability to work successfully in a collaborative environment.
• Must be able to work weekends and holidays.
• Notary Public Certification is a plus.

Physical Demands

• Ability to grasp, lift, push/pull, or carry up to 25 lbs.
• Ability to push/pull wheeled carts weighing up to 50 lbs.
• Sit, walk, and stand for extended periods of time.
• Express and exchange ideas by means of the spoken word accurately, loudly, and quickly.
• Perceive the nature of sounds at a normal speaking level and make fine discriminations in sound.
• Visual acuity to determine accuracy, neatness, and thoroughness of the work assigned.
• The noise level in the work environment is usually moderate.
• Bend, stoop, kneel, and reach with hands and arms.