Receptionist, Acacia Village

JOB SUMMARY

The Receptionist serves as a welcoming and professional first point of contact for Acacia Village residents, guests, visitors, and staff. This position provides front desk coverage, telephone support, clerical assistance, and coordination of resident services. Responsibilities include monitoring the medical emergency system, communicating with Security, maintaining accurate resident records, coordinating appointments and transportation information, and supporting daily operations.

JOB RELATIONSHIPS

Works closely with Acacia Village residents, families, guests, staff, Masonic Care Community Security, the switchboard, and other departments to provide timely information and responsive service.

ESSENTIAL JOB FUNCTIONS

Front Desk and Customer Service

• Greet residents, guests, and visitors in a courteous and professional manner; provide information and direct inquiries to the appropriate person or department.
• Answer incoming telephone calls, transfer calls, take accurate messages, and make outgoing calls related to resident services, appointments, and events.
• Operate the Welsh Bush Road entrance access gate, obtain visitors’ names and destinations, and follow established access procedures.
• Maintain the front desk visitor register and communicate relevant front desk activity to appropriate staff.
• Respond to routine questions and concerns within the scope of the position and refer matters requiring additional assistance to the appropriate department or supervisor.

Medical Emergency System and Resident Safety

• Monitor and maintain information in the medical emergency system, communicate with emergency system personnel and Security, and respond to alerts according to established procedures.
• Test resident emergency pendants and medical emergency call boxes monthly, document results, and promptly report equipment concerns.
• Update resident personal information forms when notified of changes in medical history, emergency contacts, or other relevant information.
• Maintain current records of residents who are hospitalized or away from the community and communicate updates to authorized staff.
• Notify Masonic Care Community Security when a resident is unexpectedly absent from dinner without prior notification, following established procedures.

Resident Services and Scheduling

• Assist with scheduling residents’ medical appointments and coordinating transportation information.
• Provide appointment details to the Masonic Care Community switchboard, notify residents of pickup times, and communicate additions, changes, and cancellations.
• Send event and appointment reminders to residents as needed.
• Provide incoming residents with forms for telephone service, cable service, and the medical emergency system; follow up on outstanding information and requests.
• Reserve Memorial Building guest rooms, coordinate arrival and departure information, and collect payments according to established procedures.
• Maintain rollaway bed requests and other resident service records.
• Enter maintenance and service requests into PMWorx and communicate requests to the appropriate department.

Records, Communications, and Clerical Support

• Maintain and distribute accurate resident lists, including telephone directories, birthday lists, roll call lists, and acknowledgment or sign-off lists.
• Prepare and send resident birthday cards.
• Maintain records related to guest room use, room service, resident absences, and other daily activities.
• Update the community’s electronic information display or “scroller” daily.
• Prepare staff communications, correspondence, forms, and other documents using Microsoft Office.
• Edit dietary menus as directed.
• Prepare and distribute monthly cleaning schedules for environmental technicians.
• Maintain organized records and protect confidential resident, employee, and organizational information.

Attendance and Payment Tracking

• Create and maintain dinner attendance sheets using Excel and database mail merge functions.
• Record dinner usage, reconcile attendance information, and provide accurate records for monthly billing.
• Maintain greeting card inventory and the associated cash box; document sales and payments according to established procedures.
• Accept rent checks, issue receipts, and forward payments according to established procedures.

General Responsibilities

• Maintain professional, respectful, and effective working relationships with residents, guests, families, and coworkers.
• Attend required meetings, training, and in-service programs.
• Follow organizational policies, customer service standards, emergency procedures, and confidentiality requirements.
• Perform other related duties as assigned by management.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong customer service, telephone, and interpersonal communication skills.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Proficiency with Windows, Microsoft Word, Excel, Outlook, data entry, and database functions.
• Ability to maintain accurate records, organize work, and manage multiple responsibilities and interruptions.
• Ability to follow emergency procedures, remain calm, and promptly communicate concerns.
• Ability to handle confidential information with discretion and exercise sound judgment.
• Ability to learn and use the medical emergency system, PMWorx, electronic information display, and other department systems.

Pay: $18.00 - $23.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $18 - $23