Concierge/Receptionist / Administrative Assistant

Concierge/Administrative Assistant/Receptionist

Summary:

The Concierge is often the initial contact and first impression of the community. They are responsible for greeting visitors, handling both external and internal calls from the residents, taking and passing on important messages and monitoring the entrance area for resident safety and cleanliness. The Full Time position is Wednesday through Saturday from 8am-6:30pm with some flexibility and the part time position is needed for Monday and Tuesday from 3:00pm-6:30pm with possible additional hours to cover vacation days but not required. The position would be perfect for college student or back to work force individual who has a passion for working with seniors and who is organized, friendly and a quick learner. The part time position could be perfect for same or mature high school student looking to get into healthcare or community relations. You will enjoy a pleasant working environment in a homelike setting.

The Assistant is responsible for administrative duties and tasks that support the entire community including the director of community relations in the marketing and sales efforts, the executive director, wellness director, maintenance director, and dining service director with the goal of assisting the community to run smoothly and efficiently. Tasks may include scanning, emails, directing phone calls, and filing. Other duties can be learned.

Qualifications:

• Ability to effectively read, write and communicate in English
• Ability to multi-task
• Outgoing, energetic individual with excellent customer service skills
• Experience handling telephones
• Ability to work with management staff
• Ability to relate to residents and families
• Ability to relate to vendors
• Computer Literacy and willingness to learn (including Excel Spreadsheets, Word Documents, Email blasts.)
• Good organizational skills

Areas of Responsibility:

• Administrative Duties
• Filing
• Excel Spreadsheets
• Email blasts

Front Desk

• Maintain professional, confidential atmosphere*
• Maintain confidentiality, protect resident rights and dignity**
• Manage entrance bell system*
• Answer phone with a smile and "can do" attitude within three rings
• Manage resident call bell system
• Organization of Charts/Records
• Responsible for maintaining cleanliness and appearance of front entrance*
• Stocking Sweet Shop**
• Coordinating the incoming and outgoing faxes and scanning for all departments**
• Monitoring and receiving visitors and resident logs**
• Scheduling appointments for visits as well as FaceTimes/Duos for residents and families.
• Ordering of community supplies, office supplies including fax and copier machine*

Administrative Duties:

• Assist administrator with clerical needs
• Sorting mail for management and residents
• Manage daily census, resident rosters and distribution
• Type and post daily menus
• Maintain the Daily Activity Board
• Computer entry - create and maintain administrative forms
• Assist with admission process including but not limited to taking initial photos, typing emergency forms and entering personal data
• other tasks as assigned by managers

Experience:

• Receptionist/Administrative Assistant: 1 year or more (Preferred)but willing to train the right motivated person

Language:

• English (Required)

Working Days/Hours Per Week:

• Full Time- Wed through Saturday :008am-6:30pm
• Part Time- Mon and Tues from 3:00pm-6:30pm and/or a weekend day. Training can be on the weekend if necessary.

Work Location:

Pearl River, New York

This Job Is Ideal for Someone Who Is:

• Dependable -- more reliable than spontaneous
• People-oriented -- enjoys interacting with people and working on group projects
• Autonomous/Independent -- enjoys working with little direction
• Detail-oriented -- would rather focus on the details of work than the bigger picture