Receptionist Supervisor

JOB SUMMARY:

Greets and assists visitors entering the facility; answers and routes incoming calls, takes messages as necessary; monitors security panel and outside surveillance; performs other duties generally associated with the position of receptionist. Supervises receptionists according to responsibilities of position description.

MAJOR

JOB RESPONSIBILITIES:

Monitors visitors to ensure they sign in upon entering the facility; directs prospective resident applicants to the Marketing Department. Directs calls and records messages as necessary. Directs deliveries to the appropriate areas.

Maintains a daily log sheet of events and incidents.

Monitors the security and nurse-call alarms, communicating messages to appropriate personnel. Monitors outside surveillance cameras. Maintains a file on resident medical emergencies.

Logs sales of meal tickets to residents, visitors and staff into POS system.

Records appointments for transportation of residents and communicates the schedule to the chauffeur. Records reservations for scheduled activities.

Monitors checkouts of library books.

Maintains the schedule for VIP suites and collects rental fees.

MAJOR JOB RESPONSIBILITIES continued:

Prepares outgoing mail and packages. Receives incoming mail and packages, and distributes to staff mail slots. Notifies residents of mail and packages received at the desk.

Supervises other receptionists and assists Controller in directing and implementing necessary changes.

Notifies Controller of any issues with receptionist position.

Trains new reception staff.

Is available to other receptionists to answer questions or provide guidance.

Maintains attendance records for reception staff.

Assists in evaluating work performance of reception staff.

Maintains forms and files as needed at front desk.

Contacts florist to order flowers for resident funerals.

Maintains list of office supplies to be ordered.

Other tasks as requested or assigned.

MATERIALS AND EQUIPMENT USED:

Computer, printers, copier, telephone system, alarm system, surveillance equipment, postage machine, and other office equipment. Other equipment as necessary to carry out the responsibilities of the position.

MINIMUM QUALIFICATIONS PREFERRED:

Education and Experience High School graduate. One year experience in performing receptionist and/or secretarial duties.

Licenses and Certifications None.

Knowledge, skills and abilities

Knowledge of appropriate procedures for greeting and assisting persons, and the ability to treat each person with respect, friendliness and helpfulness.

Knowledge of general office procedures and equipment, and the ability to perform tasks with professionalism and accuracy.

Ability to be trained to accurately operate equipment necessary to the function of the position including, but not limited to, computer hardware/software, telephone system, alarm system, and surveillance equipment.

Knowledge of resident rights and the ability to respond to each resident with empathy and respect.

Knowledge of policies, procedures, philosophies, rules and regulations governing the delivery of services to consumers.

Ability to communicate clearly and effectively, both orally and in writing.

Ability to follow oral and written instructions.

Ability to establish and maintain effective working relationships with coworkers, other departments, and consumers.

Ability to deal courteously and diplomatically with consumers, visitors and staff.

ESSENTIAL PHYSICAL DEMANDS OF THE POSITION INCLUDE, BUT ARE NOT LIMITED TO, THE FOLLOWING:

Ability to see clearly generally and with close vision; ability to perceive colors; ability to hear in normal conversation and when using the telephone; ability to see normal printed and written data; ability to speak clearly and be understood; ability to speak…