Receptionist (Part-Time, Afternoons & Weekends)

Oakwood Village•Madison, WI

About The Position

The part-time Front Desk Coordinator provides excellent customer service to people who call or visit the front desk. The role welcomes visitors, answers questions, directs people to the appropriate person or department, and provides personal assistance to residents. It also handles telephone and email inquiries, screens and transfers calls, and supports the opening and closing of the front desk, including resident wellness checks. The position provides administrative and clerical support, including submitting resident work orders, processing duplicate key and fob requests, managing meeting and guest-room reservations, maintaining resident tracking information, communicating the hospitalization list, entering point-of-sale information, and handling visitor sign-in and lobby security awareness. Other duties include campus mail sorting and delivery as needed and keeping the front desk and lobby neat and orderly.

Requirements

High school education required.
Excellent customer service skills and experience, including a friendly and courteous manner, professional appearance, and knowledge of staff and campus.
Ability to work a flexible schedule to meet campus needs.
Ability to perform responsibilities professionally and efficiently, with close attention to detail.
Ability to work well with people while multitasking and to prioritize conflicting priorities.
Knowledge of administrative practices and skill using a multi-line telephone system and office equipment.
Ability to organize and prioritize work, maintain attention to detail, and follow through.
Knowledge of the importance of protecting confidential information and ability to practice good stewardship.
Ability to work independently and make sound decisions.
Ability to be helpful, understanding, and empathetic toward others.
Ability to work as a team member and foster a team approach in support of Oakwood Village’s mission.
Expertise in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Demonstrable experience providing exceptional customer service.

Nice To Haves

Associate degree preferred.
Two years of clerical experience preferred.
Experience working with elderly people in a caring environment preferred.

Responsibilities

Provide courteous and effective customer service to visitors, callers, and residents.
Greet visitors, answer questions, and direct them to the appropriate person or department, including providing directions or assistance with a map.
Provide personal assistance and other support services to residents.
Maintain a professional demeanor and appearance, and be knowledgeable about organization staff, especially leaders.
Respond professionally to email and telephone inquiries, screen calls, and warm-transfer calls to the appropriate person or department when needed.
Open and close the front desk and complete morning and evening resident wellness checks.
Submit resident work order requests to Facilities Services accurately and promptly.
Process duplicate key and fob requests.
Manage meeting-room and other assigned reservations, including guest-room reservations, and complete related computer or calendar entries, forms, and communications.
Maintain resident tracking through the Resident Out process.
Communicate the Hospitalization List to staff accurately and promptly.
Complete daily resident wellness checks accurately and promptly.
Enter point-of-sale information for administrative and resident charges.
Manage visitor sign-in and maintain security awareness in the front desk and lobby area.
Complete administrative and clerical tasks as needed.
Sort and deliver internal campus mail as needed.
Keep the front desk and lobby neat and orderly.
Perform other duties as assigned.