WHAT YOU'LL BE DOING
•Answers all incoming phone calls according to established phone etiquette, ascertains the needs of the callers; assists the callers and/or transfers calls to the proper person/department/voice mailbox or takes a message and sends it via E-mail to appropriate person/department if necessary. Village policy does not allow giving callers resident's or employee's phone numbers or other personal information.
•Greet all people entering the building, including visitors, prospective residents, family members, applicants, vendors, delivery and repair personnel; ascertains their needs and assists them or directs them to the proper person/department. Ensures the security and privacy of residents by having visitors sign the guest register and notifying the resident or department of the visitor.
•Greets and assists all residents and employees and assists or directs them to the proper person/department. Assists the Secretary in providing office support to Marketing, Human Resources (provides applicants with Job Application forms), Resident Services and other departments as necessary.
•Schedules transportation for resident doctor appointments and confirms leave times with both residents and the driver.
•Handles resident complaints with patience, tact and understanding, utilizing the Village's practices and policies, and directs them to the proper person/department, when necessary.
•May be asked to support the front office part-time hours occasionally in the event of an emergency or illness with the part-time staff.
•Completes resident requests such as: the weighing of letters/packages; making photocopies; retrieving packages and prescriptions that have been delivered for residents and obtaining signatures for same; sending faxes; reserving guest rooms; completing charge slips.
•Knows how to operate all office equipment, including the fax machine, the large and small copiers and the postage machine. Keeps copiers stocked with paper and ensures that all equipment is turned on in the morning and is in proper working condition.
• Performs the daily performance and follow through of the resident electronic door check system, saving data as required.
•Performs a variety of clerical duties, including but not limited to, posting data on the computer, typing of various letters, memos, forms, etc. as directed by the Secretary, Executive Secretary and/or Executive Director.
•Maintains and updates the Resident Apartment List by Number.
•Maintains the Resident & Employee Vehicle Information report, updating as necessary.
•Records UPS, U.S. Mail and Federal Express packages, as well as pharmacy deliveries for residents, and notifies residents of deliveries; helps sort mail when needed.
•Receipts resident monthly statements, fills out resident charge slips, assists in preparing mailings to meet deadlines; assists with the completion of other priority projects, including ordering of office supplies, as delegated by the Secretary or Executive Secretary.
•Responsible for daily updating of the in-house cable TV system each week day morning which includes turning on/off the appropriate programs for the day, updating the daily weather forecast, adding any special notices and maintaining notification to the residents of when the "Mail is In".
•Responsible for all daily operations of front desk, including phones when Secretary is away from the office.
•Operates short wave radio and/or cell phone for communication with plant, transportation and security personnel.
We are growing and currently seeking Receptionist candidates!
QUALIFICATIONS
•High school diploma or equivalent; ability to read, write, and communicate in English.
•Ability to follow written and/or oral instructions and use basic mathematic skills.
•One to three years' receptionist experience answering phones and providing customer service.
•Ability to follow established phone etiquette in a pleasant voice using proper speech and grammar.
•Minimum typing speed of 50 words per minute with basic computer knowledge.