Front Desk & Hospitality Coordinator (Senior Living)

LE0055 Odd Fellows Home of California; Shipyard Acres (CA); On-site; USD 27,552 - 31,684; Part time

Job summary

Meadows of Napa Valley in Napa, CA is seeking a part-time Receptionist to be the front-line representative, delivering friendly, professional service to residents, families, guests, vendors, and staff.

Responsibilities include handling emergencies as first responder, completing incident reports, assisting visitors, managing mail, and coordinating with sales, security, and operations. Strong communication, hospitality, and organizational skills required.

Qualifications

• Experience in clerical office work, reception, scheduling, hospitality, customer service, or related field preferred.
• Experience interacting with the public in high-volume or sensitive situations preferred.
• Experience with Point Click Care (PCC) or other electronic health record (EHR) systems preferred.
• Experience working with older adults or in senior living, healthcare, hospitality, or customer-service-focused environments preferred.
• Possess a current CPR certification, or be willing to obtain one upon hire.
• Exceptional phone etiquette and professional communication skills.
• Demonstrate strong customer service and hospitality orientation, to create a welcoming and supportive environment.
• Excellent verbal and written communication skills, including the ability to follow oral and written instructions.
• Ability to demonstrate tact, discretion, empathy, and professionalism in sensitive or emotionally challenging situations.
• Proactive problem-solving skills, with the ability to anticipate needs and resolve concerns before escalation.
• Utilize strong critical thinking and judgment, with the ability to identify alternative solutions.
• Outstanding organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
• Ability to complete forms and maintain comprehensive documentation, including incident reports and operational records.
• Proficiency with standard office equipment, including multi-line phone systems, computers, copiers, and scanners.
• Computer proficiency, including Microsoft Outlook, Word, Excel, and Teams.

Responsibilities

• Serve as an ambassador for Meadows of Napa Valley, delivering exceptional customer service and fostering a warm, professional, and hospitable environment for residents, families, guests, vendors, and employees.
• Act as the initial responder during resident emergencies, including incidents in apartments and situations within the community requiring 911 activation; follow established emergency protocols, notify appropriate personnel, and assist emergency responders as needed.
• Prepare timely, accurate, and detailed incident reports and related documentation following emergencies, accidents, injuries, or other reportable events, ensuring compliance with community policies and regulatory requirements.
• Provide a hospitality-driven experience by anticipating needs, identifying concerns, and connecting individuals with appropriate services or departments.
• Assist residents, employees, and guests by providing information and directing them to appropriate departments via phone, email, and in-person interactions.
• Exercise sound judgment, critical thinking, and independent decision-making when addressing resident concerns, visitor requests, and unexpected situations within established guidelines.
• Greets and assists visitors and prospective residents, offering community information and directing inquiries to Sales and Marketing as appropriate.
• Support community security efforts by greeting, assisting, and screening all visitors, vendors, contractors, employees, and residents.
• Maintain accurate records in PointClickCare (PCC) and other internal systems, including resident, visitor, and operational documentation.
• Manage mail and package handling, including receiving, sorting, and distributing USPS and inter-office mail; record incoming deliveries, notify recipients, and forward items to the appropriate departments.
• Serve as central hub for communication and coordination among all buildings within the community.
• Promote the organization’s Mission, Vision, and Values, demonstrating commitment to the Culture of Excellence and strategic goals.
• Perform other duties as assigned.

Skills

Clerical & reception

Customer service

Hospitality orientation

Emergency response awareness

Professional communication

Microsoft Office

Attention to detail

Multitasking

Tools

PointClickCare (PCC)

EHR systems

Job description

Meadows of Napa Valley in Napa, CA is seeking a part-time Receptionist to be the front-line representative, delivering friendly, professional service to residents, families, guests, vendors, and staff.

Responsibilities include handling emergencies as first responder, completing incident reports, assisting visitors, managing mail, and coordinating with sales, security, and operations. Strong communication, hospitality, and organizational skills required.