Receptionist (Casual)

Role Summary

Reporting to the General Manager, the Receptionist is the first point of contact for residents and guests and is responsible for ensuring a warm and welcoming experience for everyone who comes into the community.  They will perform a variety of reception, secretarial and administrative duties. The Receptionist must be aware of and available to respond to any resident issue or emergency that arises.

Key Responsibilities

• Act as the first point of contact for visitors and residents, ensuring a warm and welcoming experience for everyone who comes into the community, managing or redirecting resident, family, vendor, and other inquiries  

• Maintaining communication log daily, with information that is relevant to the operation of the business and the activities of the residents. 

• Perform various computer and digital filing duties, including responding to emails, preparing correspondence, updating resident records and personal documents.

• Receives or directs all deliveries or returns.

• Supports move-in and move-out activities, including elevator lock-off and key distribution. Assists with familiarizing new residents with the building, food service and activities. Manage key controls.

• Assists in the maintenance of the following digital records: resident lists and information/resident service accounts

• Responsible for maintaining various accounts for guest and staff meals.

• Scans, matches and processes invoices for review and payment.

• Maintains office supplies by implementing the management policies and procedures of purchasing, ordering, and inventory control.

• Supports the Lifestyle & Wellness team as requested.

• Coordinates morning resident safety check, room service requests, maintenance and housekeeping work orders, tuck shop purchases, key distribution and other related activities.

• Using the employee management system or other reports, supports all departments as needed to ensure adequate staffing levels are in place on an ongoing basis. 

• Type and distribute minutes of management and staff committee meetings, such as Occupational Health and Safety and staff meetings, as requested.

• Familiarity with fire and emergency procedures and ability to act as the Fire Warden when situations dictate. Respond to health, fire, resident, maintenance or other emergencies in accordance with policy and procedures.

• Designated First Aid Attendant for employees during all working hours.

• Manages the security of the building between 11:00 pm and 7:00 am (night shift only)

• Report any concerns regarding the resident's health or well-being, as well as maintenance issues.

• Complete Incident reports and manage resident interactions with grace, tact and confidentiality.

• Assist with dining room/laundry tasks if schedule permits.

• Ensures common areas on the main floor are tidy and organized, with furniture placed correctly.

• Ensure office equipment and supplies are used and stored safely and efficiently.

• Report any unsafe or faulty equipment to the General Manager.

• Ensure the resident's rights to privacy and confidentiality are maintained, except for the proper operation of the business.

• Maintain a current knowledge of and comply with all community policies and procedures.

• Other related duties as assigned.

Required Education & Experience

• Two (2) years of hospitality, customer service or office experience, with a preference for previous experience working with older adults. 

• Demonstrated computer and software skills, including proficiency using Google Workspace (Docs, Sheets, Slides, Gmail etc). Basic accounting skills and knowledge of the Yardi platform are assets.

• Current Level One First Aid required

• Grade 12 education and recognized administrative training or an equivalent combination of education and experience or an equivalent combination of education, training and experience.

Required Knowledge, Skills & Abilities

• Must have a warm and friendly personality, with a welcoming and service-focused attitude, being empathetic and resourceful in dealing with any requests.

• Must possess the qualities and attitude that respect and maintain the spirit, dignity and individuality of the residents and employees.

• Must have the ability to establish and maintain good interpersonal relations by displaying tact, courtesy and patience with residents, guests, volunteers and employees.

• Must be fluent in written and oral English 

• Ability to organize and prioritize the daily workload in an effective and efficient manner. 

• Must be physically and mentally capable of responding to any resident emergencies or first aid requirements.

• Able to work independently with minimal supervision.