Description

POSITION OVERVIEW: Promotes service productivity by providing the primary relations link between the Towne Centre and the residents. Coordinates all resident and guest traffic in and out of the Towne Centre. Serves as the administrative support to the Recreation Manager’s office.

RESPONSIBILITIES:

Towne Centre Opening Procedures

Turn on necessary lights

Conduct walk through of building

Advise Recreation Manager of any personnel (including lifeguards) who intend to be late or out for the day

Towne Centre Closing Procedures

Ensure the doors to the indoor pool, lock room area, and exercise room are locked

Contact Security to lock and arm building

Resident Relations

Occupies the Concierge Desk acting as the primary staff member responsible for greeting and acknowledging all residents and guest traffic entering the leaving the Towne Centre

Serve as liaison between residents and Recreation Manager

Receives all incoming phone calls and channels calls to appropriate personnel: If they ask for a specific person, ask the nature of their call before putting on hold/transferring

Always be polite

Be able to answer questions on rules, regulations and special events

Answer phone “Your Name speaking, how may I help you?”

Never leave a call unattended for more than 30 seconds; Return to the caller and advise them of the status

Perform administrative and clerical functions related to the preparation, maintenance and control of the following systems:

Knowledge of computer software to look up guest information

Logging of all packages and mail

Tennis Court reservations (May 1 – October 31, annually)

Ticket sales and reservations for all activities and functions in the Towne Centre

Lost and Found Box

Update bulletin board with all upcoming special events and trips

Provide new residents with trash/recycling information

OTHER DUTIES:

Photocopying

Club Lock Box

Distribute mail to employees

Inform Management Assistant of office supplies needed

Keep the flyer rack neat at all times and maintain a minimum of 20 copies for each event

Check bulletin boards for any outdated flyers, remove them and put them on the Recreation Manager’s desk

Review “Pass On” book and initial

Coordinate with custodial staff for additional needs or concerns as they arise for the day

Annual distribution of community telephone books

Additional responsibilities as assigned by Management

Towne Centre Closing Procedures

Alert Residents of the impending closing 30 minutes and again at 15 minutes before closing over the loud speaker system. Ensure all residents are cleared from facility closing

Lock front and rear entrance doors

Ensure the doors to the indoor pool, lock room area, and exercise room are locked

Resident Relations

Occupies the Concierge Desk acting as the primary staff member responsible for greeting and acknowledging all residents and guest traffic entering the leaving the Towne Centre

Serve as liaison between residents and Recreation Manager

Receives all incoming phone calls and channels calls to appropriate personnel: If they ask for a specific person, ask the nature of their call before putting on hold/transferring

Always be polite

Be able to answer questions on rules, regulations and special events

Answer phone “Your Name speaking, how may I help you?”

Never leave a call unattended for more than 30 seconds; Return to the caller and advise them of the status

Perform administrative and clerical functions related to the preparation, maintenance and control of the following systems:

Logging of all packages and mail

Tennis Court reservations (May 1 – October 31, annually)

Ticket sales and reservations for all activities and functions in the Towne Centre

Lost and Found Box

Update bulletin board with all upcoming special events and trips

Update bulletin board with all upcoming special events and trips

Provide new residents with card keys, pool passes, trash/recycling information; set up appointment for New Resident Orientation

OTHER DUTIES

Miscellaneous typing

Photocopying

Club Lock Box

Inform Management Assistant of office supplies needed

Keep the flyer rack neat at all times and maintain a minimum of 20 copies for each event

Check bulletin boards for any outdated flyers, remove them and put them on the Recreation Manager’s desk

Review “Pass On” book and initial

Coordinate with custodial staff for additional needs or concerns as they arise for the day

Annual distribution of community telephone books

Additional responsibilities as assigned by Management

Requirements

High School Diploma

Knowledge of Computers

Customer Service Experience