Concierge (Receptionist) PRN

HarborChase of Tamarac•Tamarac, FL

About The Position

Position Summary: The community concierge is the first contact for all visitors as well as the support person for administrative tasks. This position requires creating an excellent experience for everyone who enters and/or calls the community through professionalism, hospitality, and courtesy. Additionally, this position requires organization, multi-tasking and basic computer skills.

Requirements

Must have a high school education
Must be able to communicate effectively
Must possess excellent customer service skills
Must possess an understanding and ability to demonstrate hospitality to all community visitors
Must have patience, tact, cheerful disposition and enthusiasm at all times
Must possess basic computer usages and data entry skills
Able to communicate effectively with all levels of management, associates, residents, family members, and outside contacts
Must possess a passion to work with and around senior citizens

Nice To Haves

Knowledge of Microsoft Office applications preferred

Responsibilities

Answers incoming calls, both internally and externally, in a warm, pleasant and professional manner
Ensures that all messages are relayed promptly to the intended person
Maintains current visitor log
Greets all visitors, residents, family members and associates in a warm and inviting manner on the phone and by standing and walking around the desk for anyone entering the community
Ensures that the reception areas are clean, hospitable, and inviting.
Ensures the compliance of all concierge team standards and first impression captain standards for the community entrance from the driveway entrance (s) through the lobby
Responsible for creation and maintenance of resident face sheets utilizing the Yardi system o Inputs resident information for faces and uploads resident photograph
Updates information as it changes and ensures updated face sheet is distributed to all appropriate locations
Current resident face sheets should be kept in the following locations: Van Book, Resident Medical Record, Business Office File and the Emergency Book
Inputs data related to resident assessments into the Yardi system as directed by the Executive Director and Director of Resident Care
Inputs all work orders received into the Direct Supply TELS system
Ensures all issues or concerns related to an inviting environment and hospitable atmosphere are shared with the First Impressions Captain, Director of Maintenance and Executive Director. This includes, but is not limited to: o Driveway entrance (s) o Roadway to community entrance o Front Porch/Entry o Lobby o Hospitality Room o Reception Area
Ensures proper “Show Ready” appearance of all areas listed above.
Possess and maintain knowledge of the community, its benefits, service provided, the residents and associates
Be able to assist the Dir. of Community Relations and/or Dir. of Sales with inquiries when necessary
Assists Business Office Manager with administrative support as needed including, but not limited to: Executive Director Credit Card Summary o Petty Cash Maintenance and Reconciliation o Deposits into Yardi o Checkbook Maintenance o Purchase journal at end of month o Key in Accounts Payable
Offers refreshments to visitors and make them feel welcome and comfortable
When interacting with residents and/or family members, is mindful of the Residents’ Rights to Privacy
Coordinates appointments for residents requesting transportation, hairdressing, or other services – keeping accurate records pertaining to resident charges for such services
Collects the residents’ mail and prepares it for distribution.
Performs community mail duties such as receiving and sending packages
Assists with preparing community brochure packets when necessary and keeps an ample supply at the reception area
Keeps interaction with co-workers to a minimum maintaining professionalism in lobby area
Assist the community Executive Director and/or other departments with additional administrative duties as assigned by supervisor
When using a company computer follows company guidelines on proper computer usage
Dresses professionally and is in uniform.
Maintains professional decorum at all times.
The ability to work in a safe and alert manner
The ability to take ownership for associate’s safety and the safety of the residents
Must disclose any medication that might impair associate’s ability to perform the job safely or competently.