Receptionist (Part-Time, Afternoons & Weekends)

Oakwood Village; Madison (WI); On-site; USD 19,000 - 28,000; Part time

Job summary

Oakwood Village in Madison, WI seeks a Part-time Front Desk Coordinator to provide exceptional customer service at the front desk. You will greet visitors, handle calls and emails, open/close duties, wellness checks, and assist with resident needs and administrative tasks.

The role requires strong communication, organization, and teamwork in a busy residential campus setting. Flexibility and professionalism are essential, with duties including room reservations and basic administrative support.

Qualifications

• Excellent customer service skills and professional demeanor.
• Ability to work a flexible schedule to meet campus needs.
• Detail-oriented with strong organizational skills and follow-through.
• Ability to multitask and manage conflicting priorities.
• Knowledge of administrative practices and office equipment.

Responsibilities

• Greet visitors and direct them to the appropriate person or department.
• Answer calls and emails, screen inquiries, and perform warm transfers when needed.
• Open/close front desk and conduct morning/evening resident wellness checks.
• Process resident work orders and handle key/fob requests.
• Manage room reservations and maintain resident tracking and notices.
• Enter POS information for administrative and resident charges.
• Maintain front desk and lobby neat and orderly; perform other duties as assigned.

Skills

Customer service

Multi-line phone

Effective communication

Team player

Education

Associate degree preferred

High school diploma required

Tools

MS Office

Outlook

Word

Excel

PowerPoint

Job description

BASIC FUNCTION The Front Desk Coordinator (part-time) is responsible for providing excellent customer service to everyone who calls or comes to the front desk for information.

• Ensures excellent customer service to all who engage with the front desk area. This includes but is not limited to;
• Cordially greets visitors, answers their questions, and promptly directs them to the person or department by giving directions or showing them how to use the map.
• Provides a wide range of personal assistance and other assistant services to residents.
• Presents a professional demeanor and appearance, possessing knowledge of organization staff, especially those in leadership positions.
• Professionally interacts with individuals via email and telephone, answering email inquiries and screening phone calls and, when necessary, performing warm transfers of the calls to the appropriate person or department.
• Assures the proper opening and closing the front desk, which includes completing the morning and evening resident wellness checks.
• Deliver’s outstanding administrative services to the organization including but not limited to;
• Assures resident work order requests are submitted to Facilities Services timely and accurately.
• Processes key and fob duplicate requests.
• Manages meeting room reservations and other room reservations as assigned, such as guest hotel rooms. This may require computer and/or calendar entry, reservation forms and other communications to assure reservations are properly handled.
• Maintains a tracking of residents via the Resident Out
• Communicates the Hospitalization List to staff accurately and timely.
• Completes daily resident wellness checks promptly and accurately.
• Enters POS information for administrative and resident charges.
• Responsible for visitor sign in and security awareness in front desk/lobby area.
• Completes all administrative and clerical tasks as needed.
• Has knowledge and is able to complete internal campus mail sort and delivery as needed.
• Responsible for keeping the front desk and lobby neat and orderly.
• Performs other duties as assigned.
  

The Front Desk Coordinator (part-time) is responsible for providing excellent customer service to everyone who calls or comes to the front desk for information.

Essential Responsibilities

• Ensures excellent customer service to all who engage with the front desk area. This includes but is not limited to;
• Cordially greets visitors, answers their questions, and promptly directs them to the person or department by giving directions or showing them how to use the map.
• Provides a wide range of personal assistance and other assistant services to residents.
• Presents a professional demeanor and appearance, possessing knowledge of organization staff, especially those in leadership positions.
• Professionally interacts with individuals via email and telephone, answering email inquiries and screening phone calls and, when necessary, performing warm transfers of the calls to the appropriate person or department.
• Assures the proper opening and closing the front desk, which includes completing the morning and evening resident wellness checks.
• Deliver’s outstanding administrative services to the organization including but not limited to;
• Assures resident work order requests are submitted to Facilities Services timely and accurately.
• Processes key and fob duplicate requests.
• Manages meeting room reservations and other room reservations as assigned, such as guest hotel rooms. This may require computer and/or calendar entry, reservation forms and other communications to assure reservations are properly handled.
• Maintains a tracking of residents via the Resident Out
• Communicates the Hospitalization List to staff accurately and timely.
• Completes daily resident wellness checks promptly and accurately.
• Enters POS information for administrative and resident charges.
• Responsible for visitor sign in and security awareness in front desk/lobby area.
• Completes all administrative and clerical tasks as needed.
• Has knowledge and is able to complete internal campus mail sort and delivery as needed.
• Responsible for keeping the front desk and lobby neat and orderly.
• Performs other duties as assigned.
  

Qualifications

• Excellent customer service skills and experience. A warm smile, friendly courteous manner, professional appearance, and knowledge of the staff and campus.
• Ability to work a flexible schedule to achieve the needs of the campus.
• Ability to perform responsibilities in a professional manner resulting in effective and efficient workflow with a keen attention to detail.
• Works well with people in a multi-task situation. Proven ability to prioritize and juggle conflicting priorities.
• Knowledge of administrative practices and skillful in using a multi-line telephone system and office equipment.
• Ability to organize and prioritize work tasks. Must be detailed orientated, ensure good follow through.
• Knowledge of the importance of protecting confidential information. Able to practice good stewardship.
• Ability to work independently and make sound decisions.
• Ability to be helpful, understanding, and empathetic towards others.
• Ability to work as a team member that fosters a team approach in meeting the mission of Oakwood Village.

Experience, Education, And/Or Training

• Associates degree preferred; High school education required.
• Two years’ clerical experience preferred.
• Expertise in Microsoft Office Suite – Outlook, Word, Excel, PowerPoint.
• Experience working with elderly in a caring environment preferred.
• Demonstrable experience providing exceptional Customer Service