Receptionist (Part Time) in Williamsburg, Virginia at Williamsburg Landing

JOB SUMMARY

The Receptionist uses organizational, administrative, customer service, and communication skills to present a positive image of Williamsburg Landing and maintain professional relationships with residents, guests, management, and staff. This position works under the direction of the Director of Administration.

HOURS

Expected 24-28 hours every 2 weeks. Primarily evenings and weekends.

ESSENTIAL JOB FUNCTIONS

• Greets residents and visitors in a friendly, professional manner, answering questions or directing them to the appropriate area or department; answers the telephone promptly, transferring calls to appropriate departments/person
• Develops friendly and professional relationships with residents and remains alert to problems, changes, or needs of residents and relays needs or concerns to proper department, following up when necessary
• Provides information on facilities, events and services, maps, brochures, menus, Week at a Glance, and other literature upon request
• Assists residents with small clerical tasks such as addressing cards and envelopes, sending faxes, making photocopies, retrieving mail, and other general tasks as requested
• Manages guest room reservations and forwards payment and billing information to Finance & Accounting
• Submits Facilities and Housekeeping work orders for common areas to online portal and takes initiative to follow up on any outstanding items to ensure completion
• Maintains resident absence calendar and alerts Finance & Accounting of resident leave status in excess of 14 days; contacts residents who fail to notify Administration upon return
• Ensures office equipment and postage meter are in working order and remain stocked with adequate supplies
• Receives, logs and tracks deliveries for residents and staff in the Landing Building; notifies recipients upon receipt
• Sorts and distributes mail, redirecting improperly addressed mail; establishes in-house resident mailboxes and assists with emptying mailboxes when necessary
• Assists with distributing organizational communication to resident mailbox cubbies as requested by Marketing or other leadership
• Creates, posts and tracks death notices on display in the Mail Room
• Assists residents with transportation needs by providing accurate contact information and guidance, contacting shuttle when on-campus transportation is requested; Maintain awareness of drivers’ schedules and scheduled outings
• Ensures professional appearance of the main lobby, coat closet and front desk, including floral arrangements, watering plants
• Assists in training new receptionists, showing staff new procedures and providing coverage for other receptionists as needed
• Organizes and distributes daily newspapers to Landing Building library and reports missing newspapers
• Assists other departments with clerical requests and/or projects when time permits
• Performs other duties as assigned

QUALIFICATIONS

High school diploma or GED, required; minimum of two (2) years’ experience in customer service or hospitality, preferred

KNOWLEDGE, SKILLS, AND ABILITIES

Proficiency with MS Office and Google Suite; basic knowledge of cash receipts and accounting procedures; excellent organizational, administrative, customer service and communication skills; ability to understand and respond appropriately to older adults with unique life issues; ability to handle a wide variety of tasks simultaneously; ability to relate well with visitors, residents and staff in a courteous, friendly, prompt, and professional manner

BENEFITS (Full-Time Employees):

• Health, Dental & Vision Insurance
• FSA & HSA
• 403(b) Retirement Plan*
• 529 College Savings Plan*
• Long-Term Care Insurance
• Legal Resources
• Paid Time Off
• Holiday Pay*
• Corporate Wellness Program*
• Health Club & Spa Membership*
• Employee Education & Training Fund*
• Employee Assistance Program
• Credit Union Membership*

* Part Time employee eligible

Williamsburg Landing is a non-profit, independent community offering a vibrant lifestyle for residents.

EOE/Drug Free/Tobacco Free