Job Description
POSITION PURPOSE:
The Receptionist is responsible for answering and transferring incoming phone calls and serving as the first point of contact for our club members.
ESSENTIAL JOB RESPONSIBILITIES:
- Answer incoming phone calls and direct to appropriate person or department.
- Screen incoming phone calls as appropriate and transfer as necessary.
- Serve as the first point of contact for our club members in directing them to their scheduled appointments.
- Knowledgeable of our restaurant menus.
- Take food orders to go for club members.
- Knowledgeable of calendars for all meeting rooms.
- Send daily email communication to in-house departments for daily events
- Update and distribute phone extension list as required.
- Sort and distribute incoming USPO mail to in-house mailboxes; take in-house mail for pick up by interoffice personnel
- Assist catering and F&B departments in seating/layout of special events;
- Maintain reservations log through excel and Club Essentials for all special events; communicating status to all departments;
- Ensure printers are fully stocked with paper on a daily basis and replace any low or empty toner cartridges as necessary. Perform other clerical receptionist duties such as filing, photocopying & transcribing.
- Create special events menus approved by catering and F&B departments
- Maintain Lost & Found for non-valuable items.
- Coordinate transportation arrangements for members, ensuring accurate pricing and details.
- Handle spa appointment bookings for nail, facial, and massage services
- Assist with managing barbershop reservations and processing associated charges.
- Provide vehicle gate form & applications for members and employees.
KNOWLEDGE, EXPERIENCE AND SKILLS:
- Minimum 2-3 years of Receptionist or Administrative Assistant experience in a corporate environment.
- Must have extremely polished phone etiquette skills.
- Maintain a professional appearance at all times. This person is a reflection of the club and at times the first impression someone has of the club.
- Professional interaction with employees, club members and vendors.
- Must have a strong work ethic and be reliable and dependable.
- Build positive working relationships with employees at all levels within the organization.
- Be resourceful and able to work efficiently even if given very little direction and information.
- Able to effectively multi-task and handle multiple projects.
- Exercise sound judgment when making decisions and willing to ask if unsure.
- Able to work additional hours to meet deadlines as necessary.
- Effectively work with minimal supervision.
- Strong attention to detail skills.
- Exceptional communication skills both verbal and written.
- Good problem solver/creative thinker.
- “Can-do” attitude and pro-active.
- Highly proficient in MS office applications: Outlook, Word, Excel, Power Point.
Physical Demands
- Must be able to lift up to 15 lbs. occasionally.
- Must be able to sit at a desk for up to 8 hours per day. Walking and standing are occasionally required.
- Length of time of these tasks may vary from day to day and task to task
EDUCATION, CERTIFICATIONS AND LICENSES:
- High school or equivalent education required
- Some college required.
- Associates or Bachelor’s Degree strongly preferred.
GROOMING:
All employees must maintain a neat, clean and well-groomed appearance per CW standards.
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