Receptionist, Administrative​/Clerical

The Receptionist / Office Assistant serves as the first point of contact for all visitors and callers to Retirement Housing Foundation (RHF). This role is vital in creating a positive and professional first impression while ensuring efficient communication and smooth office operations.

As the Receptionist
, the individual greets and directs visitors, answers and routes incoming calls, and provides information to residents, staff, and the public in a courteous and professional manner. The position requires strong communication and multitasking skills, the ability to work well under pressure, and a high level of confidentiality.

As the Office Assistant
, the individual supports various administrative functions, assists with mailroom duties in the absence of the mailroom clerk, and provides general office assistance to different departments. This role contributes to the overall efficiency of RHF by assisting with clerical projects, document processing, and general administrative support.

• Serve as the first point of contact for visitors, residents, vendors, and callers, ensuring all interactions are handled in a friendly and professional manner.
• Answer and route incoming telephone calls to the appropriate departments or individuals; provide general information as needed.
• Maintain and update the visitor log
  , ensuring accurate recordkeeping for security and compliance.
• Manage the general voicemail inbox
  , returning calls promptly or forwarding messages to the appropriate party.
• Prepare and mail resident application packets upon request from callers or emails forwarded by the Communications and Occupancy Department. Record each request in the Application Request Spreadsheet
  .
• Receive and sort all incoming mail daily; distribute mail folders to staff and sign for deliveries (Fed Ex, USPS, UPS, etc.). Notify recipients promptly of package arrivals.
• Assist with conference room scheduling
  , ensuring calendars are accurate and meeting spaces are prepared as needed.
• Maintain a clean, organized, and welcoming front desk and reception area at all times.
• Support general administrative tasks such as filing, photocopying, scanning, and document organization.
• Serve as the primary backup for the mailroom clerk, processing outgoing mail and distributing office supplies when needed.
• Assist other departments with special projects and clerical tasks, including:
• Data entry and document preparation
• Filing, typing, and sorting paperwork
• Stuffing and labeling envelopes for mailings
• Shredding and organizing files
• Proactively offer assistance to departments during slower periods at the front desk.
• Maintain confidentiality and discretion when handling sensitive information.
• Follow all established office procedures and policies, ensuring efficiency and consistency in administrative operations.

• High school diploma or equivalent required; some college coursework preferred.
• Minimum of 3–5 years of relevant work experience in an administrative, receptionist, or customer service role.

• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to manage multiple priorities.
• Professional, courteous, and customer-focused demeanor.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable learning new software systems.
• Experience operating a multi-line phone system and general office equipment (fax, copier, printer, scanner).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Willingness to assist other departments and contribute to a team-oriented environment.
• Ability to remain calm and composed under pressure.

• This position may require occasional lifting or moving of office supplies (up to 25 lbs).
• The description above reflects general responsibilities and qualifications for the role. RHF management reserves the right to modify, add, or remove duties and to assign other responsibilities as needed.

Actual base salary considers several factors including but not limited to geography, job-related knowledge, experience, and budget. The start of the salary range is typically associated…