Concierge | Front Desk | Receptionist

Heritage Senior Living•Middleton, WI

9d•Onsite

About The Position

Heritage Senior Living is seeking a friendly, organized, and professional Concierge to serve as the welcoming face and voice of Heritage Middleton Senior Living. The Concierge provides customer service to residents, families, visitors, vendors, prospective residents, employees, and community leadership while handling reception and administrative responsibilities. The role helps create a positive first impression and maintains a welcoming, organized, and resident-focused front desk. Responsibilities include greeting people, answering and directing calls on a multi-line phone system, responding to general questions, taking messages, assisting with sign-in procedures, maintaining the lobby environment, and supporting community tours. The Concierge also assists with resident emergency information, meal orders and counts, mail distribution, general requests, and communication with other departments. Administrative work includes typing, copying, scanning, faxing, filing, preparing documents and meeting materials, scheduling appointments and events, ordering supplies, coordinating copier and printer maintenance, data entry, and support related to accounts payable and receivable. The role also assists with hiring and onboarding by scheduling interviews and orientations, preparing materials, handling onboarding paperwork, and assisting with authorized screening and background-check processes. The position requires a high school diploma or equivalent. At least one year of relevant experience and experience with a multi-line phone system are preferred. The Concierge should have strong customer-service, communication, organizational, multitasking, computer, and confidentiality skills, along with patience, compassion, and an interest in working with older adults. The position requires regular attendance and punctuality, the ability to work a flexible schedule that may include occasional weekends, holidays, or additional hours, and travel between Heritage Senior Living locations when required. Physical duties include sitting and standing for extended periods, walking around the community, bending and reaching, and moving materials weighing up to 50 pounds as needed. Reasonable accommodations may be provided as required by law.

Requirements

High school diploma or equivalent required.
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.
Ability to communicate effectively, complete administrative documentation, and use standard office equipment.
Ability to sit and stand for extended periods, walk throughout the community, bend, reach, stoop, kneel, push, and pull as needed.
Ability to lift, carry, and move materials and supplies weighing up to 50 pounds as required.
Regular and reliable attendance and punctuality.
Ability to work a flexible schedule that may include occasional weekends, holidays, or additional hours, and travel between locations when required.

Nice To Haves

At least one year of administrative, clerical, receptionist, hospitality, or customer-service experience.
Experience operating a multi-line phone system.
Warm, friendly, and professional personality; genuine enjoyment of helping people.
Ability to provide excellent customer service when busy, manage changing priorities, and follow through on responsibilities.
Patience, compassion, and a genuine interest in working with older adults.

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, and help ensure sign-in and sign-out procedures are followed.
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 and requests to the appropriate department or community leader.
Maintain an organized, professional, and resident-focused front desk.
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 data entry and administrative support related to accounts payable and accounts receivable.
Schedule candidate interviews and new-hire orientations; prepare onboarding materials and assist with employee onboarding and required 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; read and complete administrative documentation.
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.