Receptionist - Front Desk - Part Time Saturday and Sunday 2pm - 8pm

HallKeen Assisted Living Communities•Weymouth, MA

About The Position

The Receptionist operates the telephone and communication center and serves as an information and referral point for residents, staff, and departments. The role provides services and support to staff in a manner that meets or exceeds community expectations. This is a non-exempt position in the Administration department and reports to the Business Office Manager. The schedule is part time, Saturday and Sunday, 2 p.m. to 8 p.m. The receptionist answers and routes calls, retrieves and forwards voicemail messages, provides general information about the community, welcomes and announces visitors, coordinates guestroom reservations, and handles incoming mail and publications. The position also maintains and assists users with copy and fax machines; prepares and prints routine documents; performs clerical tasks; collects resident and family rent checks and meal-ticket payments; and provides collected rent-check information to the Assistant Executive Director. Other duties may be assigned.

Requirements

High school diploma or GED; or one to three years of related experience and/or training; or an equivalent combination of education and experience.
Ability to read and comprehend simple instructions, short correspondence, and memos; write simple correspondence; and present information effectively in one-on-one and small-group situations.
Ability to add and subtract two-digit numbers and multiply and divide with tens and hundreds.
Ability to follow detailed but straightforward written or oral instructions and address problems involving a few concrete variables in standardized situations.
Ability to operate a telephone, emergency call system, monitoring board or beeper, and photocopier.
Ability to work various schedules and shifts as needed.
Must complete a criminal background check for unlicensed employees in compliance with state regulation.
Must provide a medical certification from a licensed healthcare provider confirming freedom from communicable disease, including TB, at hire and annually thereafter.
Arrive on time and maintain minimal absence and tardiness.
Demonstrate strong service delivery, prioritize customer needs, and respond to service failures.
Communicate clearly, interpret information, interact with residents, family members, and customers, and listen effectively.
Communicate warmly and helpfully while building credibility and rapport.
Work cooperatively with others to achieve goals and objectives.
Act tactfully, maintain confidences, foster an ethical work environment, handle situations honestly, and give proper credit to others.
Remain open to new information, shift focus as demands change, manage transitions between tasks, and adapt to varying customer needs.
Physically able to move at least 20 pounds without assistance, bend, reach, work in small areas, and push and pull office equipment and furnishings.

Responsibilities

Answer incoming calls in a cheerful, marketing-oriented manner; determine callers’ needs and route calls to the appropriate person or department.
Retrieve voicemail messages and forward them to the appropriate personnel.
Take and deliver messages or transfer calls to voicemail when personnel are unavailable.
Answer general questions about the community and provide its address, directions, and other information; refer specific questions to appropriate staff.
Welcome on-site visitors, determine the nature of their business, and announce them to appropriate personnel.
Coordinate guestroom reservations.
Receive, sort, and route mail; maintain and route publications.
Maintain copy and fax machines, assist users, send faxes, and retrieve and route incoming faxes.
Create and print fax cover sheets, memos, correspondence, reports, and other documents as needed.
Perform clerical duties such as filing, photocopying, and collating.
Collect rent checks from residents and family members and provide needed information to the Assistant Executive Director.
Collect money for meal tickets and similar items.
Perform other duties as assigned.