Concierge | Front Desk | Receptionist

Heritage Senior Living•Elm Grove, WI

9d•Onsite

About The Position

The Concierge is the welcoming face and voice of Heritage Elm Grove Senior Living, providing customer service and reception support to residents, families, visitors, employees, vendors, prospective residents, and community leadership. The role helps create a positive first impression, maintains a welcoming and organized front desk, answers and directs calls, responds to questions, and supports daily community operations. The position also provides administrative support, including preparing documents and meeting materials, scheduling appointments, managing mail and supplies, coordinating office equipment maintenance, and assisting with basic accounts payable and accounts receivable data entry. The Concierge supports hiring and onboarding by scheduling interviews and orientations, preparing materials, assisting with paperwork, and helping with authorized screening processes. This role requires clear communication, organization, discretion with confidential information, adaptability, and a patient, compassionate approach to working with older adults. The position involves regular use of office equipment, extended periods of sitting and standing, walking throughout the community, and occasional lifting and carrying of materials up to 50 pounds. A flexible schedule may include occasional weekends, holidays, or additional hours, and travel between Heritage Senior Living locations when required.

Requirements

High school diploma or equivalent required.
At least one year of administrative, clerical, receptionist, hospitality, or customer-service experience preferred.
Strong organizational and multitasking skills.
Excellent written and verbal communication skills.
Strong customer-service orientation and a 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.
Ability to communicate effectively in person, by telephone, electronically, and in writing, and to read and complete administrative documentation.
Ability to sit and stand for extended periods and walk throughout the community as needed.
Ability to bend, reach, stoop, kneel, push, pull, and perform movements necessary for assigned responsibilities.
Ability to lift, carry, and move materials and supplies weighing up to 50 pounds as required.
Ability to maintain regular and reliable attendance and punctuality.

Nice To Haves

At least one year of administrative, clerical, receptionist, hospitality, or customer-service experience.
Experience operating a multi-line phone system.

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.
Help ensure people entering and leaving the community follow sign-in and sign-out procedures.
Maintain a welcoming lobby environment, including its 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 help prepare information for emergency medical personnel as needed.
Assist with resident meal orders, meal counts, receipts, and communication with the culinary department.
Distribute incoming mail and assist with outgoing mailings.
Communicate concerns or requests to the appropriate department or community leader.
Keep the front desk organized, professional, and resident-focused.
Perform general administrative duties such as 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 and 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.
Schedule candidate interviews and new-hire orientations; prepare orientation materials and assist with onboarding paperwork.
Assist with authorized pre-employment screening and background-check processes in accordance with company procedures.
Communicate effectively in person, by telephone, electronically, and in writing; complete administrative documentation.
Use computers, telephones, printers, copiers, and other standard office equipment.
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.