Receptionist & Information Technology Manager

Receptionist

Related Titles: Front Desk Assistant; Reception Associate
Reports to: Administrative Assistant
Supervises: No supervisory duties are included in this position.
Classification:
Education and/or Experience
• High School diploma or GED or higher.
• A minimum of two years in a resort, club or hospitality industry setting.

Job Knowledge, Core Competencies and Expectations
• Excellent customer service skills and an open, courteous and friendly personality required.
• Excellent oral and written communication skills.
• Must have working knowledge of using and programming multi-line telephone equipment and reservation systems.
• Must be able to type and efficiently (at least 50 wpm), use word processing, spreadsheet and e-mail programs.
• Must be able to efficiently handle multiple tasks concurrently while meeting deadlines, prioritizing tasks and providing excellent member service.
• Knowledge and ability to perform required role during emergency situations.

Job Summary (Essential Functions)
Answer incoming calls effectively; forward phone calls to other club extensions or voice mail boxes or take messages from callers. Greet members and guests who are visiting the club. Schedule appointments for administrative staff.

Job Tasks/Duties
• Answers the telephone; transfers calls to proper extensions; takes messages for members and staff.
• Greets members and guests.
• Provides schedule and other club information to members and guests.
• Sorts and distributes in-coming mail.
• Collects and posts outgoing mail including overnight mail services.
• Arranges and maintains member charge records in alphabetical or numerical membership order.
• Maintains supply of club information for members.
• Fulfills members’ requests; for example, places phone calls and holds letters or packages.
• Performs on- or off-site errands.
• Performs general office work such as word processing, filing and operating copy and fax machines.
• Works on special projects as assigned.
• Maintains supply inventories for reception area.
• Reports presence of unauthorized visitors in or around club facility.
• Performs other duties required by the manager on duty.
• In some clubs, receptionists may also:
 accept meal and function reservations;
 maintain daily reservations for spa, massage therapists or squash and racquetball courts;
 enforce attire guidelines;
 maintain member and guest records (including visits by guests and member charges);
 maintain time card records for employees; contact staff members about work schedules; sort daily employee meal tickets;
 maintain correct balances in petty cash and operating funds;
 update and maintain member mailing and telephone lists;
 process (type) correspondence;
 operate front desk, lobby or other areas;
 maintain lobby message board;
 help with mailing of monthly statements to members;
 process food take-out orders;
 greet job applicants filling out applications;
 control traffic flow in lobby or reception area; turn on music in lobby and reception area;
 maintain appearance of reception area;
 maintain postage meter and postage supplies;
 perform member-family relations responsibilities (including checking obituaries and preparing and sending thank-you letters, get-well cards, flowers and birthday greeting cards);
 manage a “lost and found” program;
 post daily events on lobby activity (function) boards; and
 sssemble new member and catering packets.
 Manage and update Website

Licenses and Special Requirements

Physical Demands and Work Environment
• Must be able to reach, bend, stoop, stand and lift up to 40 pounds.
• Must be able to sit for prolonged periods of time.
• Moderate noise level in the work environment.

 

Receptionist

Related Titles: Front Desk Assistant; Reception Associate
Reports to: Administrative Assistant
Supervises: No supervisory duties are included in this position.
Classification:
Education and/or Experience
• High School diploma or GED or higher.
• A minimum of two years in a resort, club or hospitality industry setting.

Job Knowledge, Core Competencies and Expectations
• Excellent customer service skills and an open, courteous and friendly personality required.
• Excellent oral and written communication skills.
• Must have working knowledge of using and programming multi-line telephone equipment and reservation systems.
• Must be able to type and efficiently (at least 50 wpm), use word processing, spreadsheet and e-mail programs.
• Must be able to efficiently handle multiple tasks concurrently while meeting deadlines, prioritizing tasks and providing excellent member service.
• Knowledge and ability to perform required role during emergency situations.

Job Summary (Essential Functions)
Answer incoming calls effectively; forward phone calls to other club extensions or voice mail boxes or take messages from callers. Greet members and guests who are visiting the club. Schedule appointments for administrative staff.

Job Tasks/Duties
• Answers the telephone; transfers calls to proper extensions; takes messages for members and staff.
• Greets members and guests.
• Provides schedule and other club information to members and guests.
• Sorts and distributes in-coming mail.
• Collects and posts outgoing mail including overnight mail services.
• Arranges and maintains member charge records in alphabetical or numerical membership order.
• Maintains supply of club information for members.
• Fulfills members’ requests; for example, places phone calls and holds letters or packages.
• Performs on- or off-site errands.
• Performs general office work such as word processing, filing and operating copy and fax machines.
• Works on special projects as assigned.
• Maintains supply inventories for reception area.
• Reports presence of unauthorized visitors in or around club facility.
• Performs other duties required by the manager on duty.
• In some clubs, receptionists may also:
 accept meal and function reservations;
 maintain daily reservations for spa, massage therapists or squash and racquetball courts;
 enforce attire guidelines;
 maintain member and guest records (including visits by guests and member charges);
 maintain time card records for employees; contact staff members about work schedules; sort daily employee meal tickets;
 maintain correct balances in petty cash and operating funds;
 update and maintain member mailing and telephone lists;
 process (type) correspondence;
 operate front desk, lobby or other areas;
 maintain lobby message board;
 help with mailing of monthly statements to members;
 process food take-out orders;
 greet job applicants filling out applications;
 control traffic flow in lobby or reception area; turn on music in lobby and reception area;
 maintain appearance of reception area;
 maintain postage meter and postage supplies;
 perform member-family relations responsibilities (including checking obituaries and preparing and sending thank-you letters, get-well cards, flowers and birthday greeting cards);
 manage a “lost and found” program;
 post daily events on lobby activity (function) boards; and
 sssemble new member and catering packets.
 Manage and update Website

Licenses and Special Requirements

Physical Demands and Work Environment
• Must be able to reach, bend, stoop, stand and lift up to 40 pounds.
• Must be able to sit for prolonged periods of time.
• Moderate noise level in the work environment.