Receptionist - Concierge Services

Overview

After 12 incredible years with our team, our beloved receptionist is moving across the pond on to their next chapter. We are looking for someone special to fill their shoes! 

The receptionist/concierge serves as the first point of contact for the community, creating a welcoming and positive experience for residents, guests, staff and visitors. This role provides courteous, professional assistance, acts as a central resource for community information, and responds to daily inquiries while supporting the smooth opperation of the community. 

• Hourly pay with paid meal breaks and discounted food for staff.
• Scholarship Program / Education Assistance.
• Employee Recognition.
• Employee Assistance Program.
• Health Benefits available with a minimum of 30 hours per week.
• Medical, Dental, Vision, Life Insurance, Supplemental Life Insurance, Short-Term Disability, Retirement Savings with company match.
• Generous Earned Time Program.
• Time and one - half paid for all hours worked on six major holidays.

Responsibilities

RESPONSIBILITIES:

• Is the face of the community and the primary contact for residents, families, visitors, vendors, and prospective residents.
• Provides concierge-level service by assisting residents with information, requests, directions, and community resources.
• Builds positive relationships with residents and families while promoting an exceptional resident experience.
• Responds promptly and courteously to resident concerns, requests, and inquiries, following up as needed to ensure resolution.
• Welcomes and assists visitors, vendors, inspectors, emergency personnel, and public officials.
• Maintains awareness of residents and staff presence to assist with requests and communication needs.
• Coordinates and maintains guest suite reservations, including collection of associated fees and keys.
• Assists residents with community programs, activities, dining information, and special events.

FRONT DESK & COMMUNICATION

• Operate and manage the multi-line telephone system, screening and directing calls appropriately.
• Comfortable using two-way radio for immediate communication.
• Maintain accurate communication logs, message logs, and shift transition reports.
• Receive and distribute incoming messages to residents and staff.
• Maintain visitor, vendor, and delivery logs as required.
• Direct applicants, visitors, and vendors to appropriate locations.

ADMINISTRATIVE SUPPORT

• Sorts, dates-stamps, distributes, and processes incoming mail and deliveries.
• Coordinates intercommunity correspondence and courier deliveries.
• Accepts and processes resident work order requests according to established procedures.
• Maintains resident directories, staff directories, and photo records.
• Maintains resident parking assignments and communicate changes to relevant departments.
• Tracks residenst absences, meal-away notifications, and out-of-building records as required.
• Prepares, creates, and posts community notices, signage, flyers, forms, and resident communications.
• Provides clerical and administrative support to community departments.
• Assists with newsletters, announcements, and other communication materials.

FINANCIAL & RECORDKEEPING FUNCTIONS

• Collect, document, and safeguard resident payments, fees, checks, and cash transactions according to established procedures.
• Assist with accounts receivable processes and payment tracking.
• Distribute monthly invoices and collect service fees.
• Maintain accurate records and logs associated with front desk operations.

SAFETY & COMMUNITY OPERATIONS

• Completes required resident safety and wellness check-in reports within designated timeframes.
• Security Monitoring of cameras and assuring all guests sign in.
• Maintains awareness of emergency procedures and provides support during emergency situations.
• Emergency response, responding calmly to incidents, coordinating emergency services as directed, assisting with fire evacuation procedures.
• Receives and directs deliveries.
• Redirects large deliveries to designated receiving areas and notifies appropriate departments.
• Support community operations by assisting department leaders with projects and special initiatives.

ADDITIONAL DUTIES

• Participates in creating a positive, hospitality-focused culture throughout the community.
• Assists with special projects as assigned.
• Continuously seeks opportunities to enhance the resident and visitor experience.
• Performs other duties and responsibilities as assigned by the supervisor or department leadership.

Qualifications

QUALIFICATIONS

• Exceptional Hospitality & Customer Service Experience and demonstrated professional communication.
• Experience operating multi-line telephone systems.
• Strong computer skills, including email, Microsoft Office applications, databases, electronic filing systems, and document creation with a strong attention to detail.
• Experience using office equipment, including copiers, scanners, postage equipment, and other office technology.
• Knowledge of privacy, confidentiality, and professional handling of sensitive information.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills with the ability to prioritize multiple responsibilities.
• Ability to work independently while maintaining a collaborative team approach.
• Professional appearance, positive attitude, and ability to create a welcoming environment for residents and guests.
• Ability to exercise sound judgment, discretion, and problem-solving skills.
• Experience working with older adults and their families preferred.
• May be required to push, pull, and lift up to 50lb.
• Ability to stand for extended Periods of time.
• Ability to typically work 9am-5pm with varying flexibility surrounding major holidays.

Silverstone Living is a non-profit organization supporting Hunt Community, The Huntington at Nashua, At Home by Silverstone and Webster at Rye. Our organization is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

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