Concierge

Grace Management•Birmingham, AL

About The Position

The Concierge Specialist provides clerical and administrative support and helps coordinate services for residents. The role includes organizing and maintaining resident, personnel, marketing, maintenance, and resource files; answering telephones; greeting guests; responding to residents’ requests; and assisting residents, families, and visitors. The Concierge maintains the reception area and resident mailboxes, distributes mail, provides administrative support, schedules resident appointments and work orders, and assists with recruitment and supply ordering as requested. The role also supports resident-centered activities, participates in meetings and committees as assigned, and reports unsafe conditions. The position requires maintaining confidentiality and following facility policies and procedures.

Requirements

High school diploma or GED.
Experience with general office procedures, computers, Windows, Word, Excel, Office, Outlook, internet-based programs, email, scanning, and general office equipment.
Ability to communicate by speaking, seeing, and hearing sufficiently to serve residents.
Professional, neat appearance; adherence to the dress code; and good personal hygiene.
Good grammar and writing skills, with proficiency in email processes and etiquette.
Ability to read, write, and speak English.
Excellent customer service and interpersonal skills to work with people at various levels, including associates and residents.
Must be free of communicable disease.
Completion of drug testing and a criminal-record background check upon hire and upon a supervisor’s request.
Physical ability to bend, stand, lift, stoop, sit, walk, stretch, and lift or carry up to 40 pounds.
Ability to adhere to and carry out all policies and procedures and maintain confidentiality.

Nice To Haves

One year of office or hospitality experience is preferred.

Responsibilities

Answer incoming calls promptly, take accurate messages, route calls, and locate residents when necessary.
Receive visitors, have them sign in, and direct them appropriately.
Provide information and assistance to residents arriving, leaving, or participating in activities, including recording when they sign out.
Assist the Wellness Director with residents’ medical appointments by scheduling and recording appointments, notifying the driver, and ensuring residents get to appointments on time.
Maintain resident mailboxes and mailbox listings, assign boxes for new residents, label boxes, return mail for former residents to the post office, and receive and distribute mail.
Keep the lobby, reception area, adjacent equipment, workroom, and supply closets neat and organized; ensure applicable areas are locked.
Provide administrative support, including typing, filing, preparing reports, copying, scheduling appointments, and contacting vendors as requested by a supervisor.
Schedule residents’ work orders and coordinate with Maintenance and Housekeeping.
Assist with recruitment activities, including placing advertisements, screening applicants, checking references, and scheduling physicals and interviews, as requested by a supervisor.
Maintain supply inventories and assist with ordering supplies approved by a supervisor.
Immediately resolve or report unsafe conditions, including building hazards, unsafe work practices, or threats to resident safety.
Support and participate in resident-centered activity programs.
Participate in assigned projects and committees and attend associate meetings, in-service education, and associate functions as requested.
Assist with resident-related tasks and perform other related duties as assigned by a supervisor.
Follow policies and procedures and maintain confidentiality of information about residents, facility operations, and personnel.