Receptionist (Part-Time, Afternoons & Weekends)

Oakwood Village•Madison, WI

About The Position

The part-time Receptionist, also referred to as the Front Desk Coordinator, provides customer service to people who call or visit the front desk and offers personal assistance and other support services to residents. The role helps maintain a welcoming, professional, and orderly front desk and lobby while supporting campus operations through administrative, clerical, communication, and reservation tasks. The Receptionist handles visitor and telephone inquiries, directs people to the appropriate staff or departments, and supports resident wellness checks and communications. The position also processes work orders and key or fob requests, manages room reservations, enters point-of-sale information, supports campus mail delivery, and maintains awareness of visitor sign-in and lobby security.

Requirements

High school education is required.
Excellent customer service skills and experience, including demonstrable experience providing exceptional customer service.
Ability to work a flexible schedule to meet campus needs.
Ability to perform responsibilities professionally and support effective, efficient workflow with 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 tasks and ensure reliable follow-through.
Knowledge of the importance of protecting confidential information.
Ability to work independently, make sound decisions, and practice good stewardship.
Ability to be helpful, understanding, and empathetic toward others.
Ability to work as a team member and foster a team approach in meeting Oakwood Village's mission.

Nice To Haves

Associate degree preferred.
Two years of clerical experience preferred.
Expertise in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Experience working with elderly people in a caring environment preferred.

Responsibilities

Provide excellent customer service to everyone who engages with the front desk.
Greet visitors, answer questions, and direct them to the appropriate person or department using directions or maps.
Provide residents with personal assistance and other support services.
Maintain a professional demeanor and appearance and knowledge of organization staff, especially leadership.
Respond professionally to email and telephone inquiries, screen calls, and make warm transfers when appropriate.
Ensure the front desk is properly opened and closed, including completing 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 hotel rooms, and complete related entries, forms, and communications.
Track residents via 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.