Receptionist (Part-Time, Afternoons & Weekends)

Oakwood Village; Madison (WI); On-site; USD 17,000 - 25,000; Part time

Job summary

Oakwood Village in Madison, WI seeks a Part-time Front Desk Coordinator to deliver outstanding customer service to residents and visitors at the University Woods Campus.

You will greet guests, answer inquiries, manage reservations and room bookings, coordinate with staff, and perform essential administrative tasks to support campus operations.

This role requires a friendly demeanor, attention to detail, and proficiency with Microsoft Office.

Qualifications

• Associates degree preferred; High school diploma required.
• Demonstrated customer service experience.
• Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to manage multiple tasks with attention to detail.

Responsibilities

• Greet visitors and answer questions; direct to appropriate person or department.
• Provide resident services and help with administrative tasks at front desk.
• Manage email and phone inquiries; perform warm transfers when needed.
• Open/close front desk; assist with wellness checks and key/fob requests.
• Coordinate room reservations and campus mail and deliveries.
• Maintain front desk and lobby in neat, organized condition.

Skills

Customer service

Flexibility

Attention to detail

Multitasking

Teamwork

Education

Associate degree preferred

High school diploma required

Tools

Outlook

Word

Excel

PowerPoint

Job description

Job Category: Operations

Requisition Number: RECEP007559

• Part-Time

Locations

Showing 1 location

University Woods Campus
Madison, WI 53705, USA

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.

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

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.