Receptionist

Prospect House Assisted Living and Memory Care; Providence (RI); On-site; USD 32,000 - 42,000; Full time

Job summary

Prospect House Assisted Living and Memory Care is seeking a Telephone/Communication Center Operator to manage front-line information services for residents, staff, and departments. You will handle calls, messages, visitor coordination, mail, and basic clerical duties in a supportive community setting.

The role requires high school education, strong verbal and written communication, and a friendly, service-oriented attitude.

Qualifications

• High school diploma or GED is required or equivalent combination of education and experience.
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to present information clearly in one-on-one and small group settings to staff and residents.

Responsibilities

• Answer incoming calls in a cheerful, marketing-oriented manner and forward to appropriate personnel.
• Retrieve and forward voicemails to staff; take messages and forward as needed.
• Greet on-site visitors and announce to appropriate staff; assist with guestroom reservations.
• Handle mail, publications, and office equipment; assist with copies, faxes, and printed documents.
• Collect rent and meal ticket payments; provide information to residents and families.
• Perform additional clerical duties as needed.

Skills

Verbal communication

Written communication

Customer service orientation

Basic math

Education

High school diploma or GED

1–3 years related experience or training

Tools

Telephone systems

Emergency call system

Fax/photocopy

Job description

Telephone/Communication Center Operator

Responsible for operating telephone/communication center and serving as the information/referral center for all residents, staff, and departments. Provides services and support to staff in a manner that meets or exceeds community expectations.

Duties and Responsibilities:

• Answers incoming telephone calls in a cheerful and marketing oriented way, determines purpose of callers, and forwards calls to appropriate personnel or department.
• Retrieves messages from voice mail and forwards to appropriate personnel.
• Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
• Answers general questions about the community and provides callers with address, directions, and other information and refers other specific questions to appropriate staff.
• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Coordinates guestroom reservations.
• Receives, sorts, and routes mail, and maintains and routes publications.
• Maintains copy and fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.
• Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary.
• Performs other clerical duties as needed, such as filing, photocopying, and collating.
• Collects rent checks from residents and family members and provides needed information to Assistant Executive Director.
• Collects money for meal tickets, etc.
• May perform other duties as assigned.

Requirements:

Minimum Qualifications:

• High school diploma or general education degree (GED); or one to three years related experience and/or training; or equivalent combination of education and experience.
• Able to read and comprehend simple instructions, short correspondence, and memos.
• Able to write simple correspondence.
• Able to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Able to add and subtract two digit numbers and to multiply and divide with 10's and 100's.
• Able to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Able to deal with problems involving a few concrete variables in standardized situations.
• Able to operate:telephone, emergency call system, monitoring board or beeper, photocopier.
• Able to work various schedules and shifts as needed.
• Must have submitted and completed a Criminal Background check for unlicensed employees in compliance with state regulation.
• Must provide a medical certification from a licensed healthcare provider confirming that the employee is free from communicable disease including TB in compliance with state regulation at hire and annually thereafter.

Required Behavior:

• Arrives to work on time.
• Absence and tardiness is minimal.
• Able to demonstrate a high level of service delivery; does what is necessary. To ensure customer satisfaction; deals with service failures and prioritizes customer needs.
• Able to clearly present information through the spoken word; reads and interprets complex information; talks with residents, family members and customers; listens well.
• Able to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport.
• Able to work cooperatively with a group of people to achieve goals and objectives.
• Able to be tactful; maintains confidences, and fosters an ethical work environment; prevents inappropriate behavior by coworkers; gives proper credit to others; handles all situations honestly.
• Able to work various schedules and shifts as needed.
• Able to keep an open mind and change opinions on the basis of new information; performs a variety tasks and changes focus quickly as demands change; manages transitions effectively from task to task; adapts to varying customer needs.

Physical Demands:

• Physically able to move at least 20 lbs. without assistance.
• Physically able to bend, reach, and work in small areas.
• Physically able to push and pull office equipment and furnishings.