Concierge | Front Desk | Receptionist

Heritage Senior Living•Monona, WI

2d•Onsite

About The Position

Heritage Senior Living is seeking a professional and personable Concierge to be the welcoming face and voice of their community. This role involves greeting residents, families, and visitors, answering calls, and supporting administrative needs to create a positive experience. The Concierge will provide exceptional customer service, assist residents and visitors, and maintain a welcoming lobby environment. They will also support community operations by managing resident information, assisting with meal orders, distributing mail, and communicating concerns. Additionally, the role involves performing general administrative duties, scheduling, ordering supplies, and providing data entry support. The Concierge will also assist with hiring and onboarding processes, ensuring a welcoming experience for new employees. This position is crucial for setting the tone of the community and building relationships with residents and families.

Requirements

High school diploma or equivalent required.
At least one year of administrative, clerical, receptionist, hospitality, or customer-service experience preferred.
Experience operating a multi-line phone system preferred.
Strong organizational and multitasking skills.
Excellent written and verbal communication skills.
Strong customer-service orientation and professional demeanor.
Proficiency with Microsoft Office and general computer applications.
Ability to learn community systems, processes, and office equipment.
Ability to work independently while collaborating effectively with coworkers and community leadership.
Caring and compassionate approach with genuine concern for residents and others.
Ability to maintain appropriate confidentiality and professionalism.
Ability to meet applicable pre-employment, training, and regulatory requirements.
Communicate effectively in person, by telephone, electronically, and in writing.
Read and complete correspondence, reports, logs, schedules, forms, and other administrative documentation.
Regularly use computers, telephones, printers, copiers, and other standard office equipment.
Sit and stand for extended periods and walk throughout the community as needed.
Bend, reach, stoop, kneel, push, pull, and perform movements necessary for assigned responsibilities.
Lift, carry, and move materials and supplies weighing up to 50 pounds as required.
Maintain regular and reliable attendance and punctuality.
Work a flexible schedule based on community needs, which may include occasional weekends, holidays, or additional hours.
Travel between Heritage Senior Living locations when required by the position.

Nice To Haves

Genuinely enjoy helping people.
Have a warm, friendly, and professional personality.
Provide excellent customer service—even when things get busy.
Are organized and able to manage multiple priorities.
Communicate clearly and professionally in person, over the phone, and in writing.
Are comfortable working with computers and office technology.
Pay attention to details and follow through on responsibilities.
Can handle confidential or sensitive information appropriately.
Enjoy working collaboratively with different departments.
Have patience, compassion, and a genuine interest in working with older adults.
Can adapt when priorities change throughout the day.

Responsibilities

Greet residents, families, visitors, vendors, and prospective residents in a friendly and professional manner.
Answer and direct calls using a multi-line phone system, respond to general questions, take accurate messages, and connect callers with the appropriate team member.
Assist residents and visitors with questions and requests.
Ensure everyone entering and leaving the community follows established sign-in and sign-out procedures.
Maintain a welcoming lobby environment, including general appearance, coffee service, and appropriate music.
Assist with community tours and provide a positive first impression to prospective residents and families.
Maintain resident emergency information and assist with preparing necessary information for emergency medical personnel.
Assist with resident meal orders, meal counts, receipts, and communication with the culinary department.
Distribute incoming mail and assist with outgoing mailings.
Assist residents, families, and team members with general requests and questions.
Communicate concerns or requests to the appropriate department or community leader.
Help maintain an organized, professional, and resident-focused front desk.
Perform general administrative duties, including typing, copying, scanning, faxing, filing, and preparing documents.
Assist with correspondence, mailings, letters, reports, and meeting materials.
Schedule meetings, trainings, interviews, orientations, and other appointments as assigned.
Prepare and print materials for meetings, employee training, orientation, and community events.
Order office and general supplies.
Coordinate copier and printer maintenance when needed.
Assist community leadership with administrative projects and other assigned responsibilities.
Provide general data entry and administrative support related to accounts payable and accounts receivable.
Assist with scheduling candidate interviews and new-hire orientations.
Prepare new-hire and orientation materials.
Assist with employee onboarding and required paperwork.
Assist with authorized pre-employment screening and background-check processes in accordance with company procedures.
Help ensure new employees receive a welcoming and organized onboarding experience.