Receptionist (Part Time)

Williamsburg Landing Inc; Williamsburg (VA); On-site; USD 10,000 - 14,000; Part time

Benefits offered by this job

Health, Dental & Vision Insurance

403(b) Retirement Plan*

Paid Time Off

Holiday Pay*

Employee Assistance Program

Job summary

Williamsburg Landing Inc. is seeking a Receptionist to present a welcoming, professional image and support residents, guests, and staff. The role reports to the Director of Administration and involves evening and weekend work as part of a 24–28 hour biweekly schedule.

Responsibilities include greeting visitors, handling inquiries, managing mail and deliveries, and assisting with clerical tasks and staff support. Strong Microsoft Office and Google Suite skills are required.

Qualifications

• High school diploma or GED required; minimum two years in customer service or hospitality preferred.
• Proficiency with MS Office and Google Suite; strong organizational and administrative skills.

Responsibilities

• Greet residents and visitors, answer calls, and direct inquiries.
• Maintain professional relationships with residents and staff.
• Manage guest room reservations and forward billing information to Finance & Accounting.
• Process mail, deliveries, and organize daily clerical tasks.
• Assist with training new receptionists and support other departments as needed.

Skills

Customer service

Communication

Organization

Education

High school diploma or GED

Tools

MS Office

Google Suite

Job description

Description

JOB SUMMARY

The Receptionist uses organizational, administrative, customer service, and communication skills to present a positive image of Williamsburg Landing and maintain professional relationships with residents, guests, management, and staff. This position works under the direction of the Director of Administration.

HOURS

Expected 24-28 hours every 2 weeks. Primarily evenings and weekends.

ESSENTIAL JOB FUNCTIONS

• Greets residents and visitors in a friendly, professional manner, answering questions or directing them to the appropriate area or department; answers the telephone promptly, transferring calls to appropriate departments/person
• Develops friendly and professional relationships with residents and remains alert to problems, changes, or needs of residents and relays needs or concerns to proper department, following up when necessary
• Provides information on facilities, events and services, maps, brochures, menus, Week at a Glance, and other literature upon request
• Assists residents with small clerical tasks such as addressing cards and envelopes, sending faxes, making photocopies, retrieving mail, and other general tasks as requested
• Manages guest room reservations and forwards payment and billing information to Finance & Accounting
• Submits Facilities and Housekeeping work orders for common areas to online portal and takes initiative to follow up on any outstanding items to ensure completion
• Maintains resident absence calendar and alerts Finance & Accounting of resident leave status in excess of 14 days; contacts residents who fail to notify Administration upon return
• Ensures office equipment and postage meter are in working order and remain stocked with adequate supplies
• Receives, logs and tracks deliveries for residents and staff in the Landing Building; notifies recipients upon receipt
• Sorts and distributes mail, redirecting improperly addressed mail; establishes in-house resident mailboxes and assists with emptying mailboxes when necessary
• Assists with distributing organizational communication to resident mailbox cubbies as requested by Marketing or other leadership
• Creates, posts and tracks death notices on display in the Mail Room
• Assists residents with transportation needs by providing accurate contact information and guidance, contacting shuttle when on-campus transportation is requested; Maintain awareness of drivers’ schedules and scheduled outings
• Ensures professional appearance of the main lobby, coat closet and front desk, including floral arrangements, watering plants
• Assists in training new receptionists, showing staff new procedures and providing coverage for other receptionists as needed
• Organizes and distributes daily newspapers to Landing Building library and reports missing newspapers
• Assists other departments with clerical requests and/or projects when time permits
• Performs other duties as assigned

QUALIFICATIONS

High school diploma or GED, required; minimum of two (2) years’ experience in customer service or hospitality, preferred

KNOWLEDGE, SKILLS, AND ABILITIES

Proficiency with MS Office and Google Suite; basic knowledge of cash receipts and accounting procedures; excellent organizational, administrative, customer service and communication skills; ability to understand and respond appropriately to older adults with unique life issues; ability to handle a wide variety of tasks simultaneously; ability to relate well with visitors, residents and staff in a courteous, friendly, prompt, and professional manner

BENEFITS (Full-Time Employees):

• Health, Dental & Vision Insurance
• FSA & HSA
• 403(b) Retirement Plan*
• 529 College Savings Plan*
• Long-Term Care Insurance
• Legal Resources
• Paid Time Off
• Holiday Pay*
• Corporate Wellness Program*
• Health Club & Spa Membership*
• Employee Education & Training Fund*
• Employee Assistance Program
• Credit Union Membership*

* Part Time employee eligible

Williamsburg Landing is a non-profit, independent community offering a vibrant lifestyle for residents.

EOE/Drug Free/Tobacco Free

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