Receptionist - Front Desk - Part Time Saturday and Sunday 2pm - 8pm

HallKeen Assisted Living Communities; Weymouth (MA); On-site; USD 23,000 - 32,000; Full time

Job summary

HallKeen Assisted Living Communities in Weymouth, MA seeks a friendly Administrative Assistant who will operate the telephone/communication center and serve as the information/referral hub for residents, staff, and departments.

You will support staff, greet visitors, handle mail and publications, manage guestroom reservations, and perform standard clerical tasks to ensure smooth daily operations.

Qualifications

• High school diploma or GED, or 1–3 years related experience.
• Able to read and comprehend simple instructions and write simple correspondence.
• Able to perform basic math (add/subtract 2-digit numbers; multiply/divide by 10s and 100s).
• Must pass Criminal Background check for unlicensed employees per state regulation.
• Must provide medical certification confirming no communicable disease including TB on hire and annually.

Responsibilities

• Answers incoming telephone calls in a cheerful and marketing oriented way; 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 and directions; refers other questions to staff.
• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Coordinates guestroom reservations.
• Receives, sorts, and routes mail; maintains publications.
• Maintains copy and fax machines; assists users; sends faxes; retrieves and routes incoming faxes.
• Creates and prints fax cover sheets, memos, correspondence, and reports.
• Performs other clerical duties such as filing, photocopying, and collating.
• Collects rent checks and meal tickets; provides needed information to Assistant Executive Director.
• May perform other duties as assigned.

Skills

Customer service

Communication

Punctuality

Teamwork

Education

High school diploma or GED

Tools

Telephone system

Fax machine

Copier

Job description

Description

Department: Administration

Reports To: Business Office Manager

Status: Non-exempt

Job Summary

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:

The following essential functions are the fundamental job duties of the position to be completed with or without appropriate reasonable accommodation.

• 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.