Receptionist

JOB DESCRIPTION

DEPARTMENT: Accounting STATUS: Non-Exempt

REPORTS TO: Members Service and Communications Manager

JOB SUMMARY: The Receptionist is responsible for greeting Members and Guests in person and on the Telephone Switchboard. Must respond to and address numerous and varied requests from the Members and Guests. Additionally, perform routine clerical duties assigned by Members Service and Communications Manager.

JOB TASKS:

• Working knowledge of Club policies and guidelines as outlined in the Ridglea Country Club Employee Handbook and Orientation Guide.
• Knowledge – Possesses technical skills needed to fulfill required job duties. Must have sound knowledge of the telephone switchboard and the PC located in the Receptionist Area. Is always aware of current and upcoming events at the Club.
• Work Ethic – Establishes and maintains professional standard of conduct and appearance at all times. Exhibits professional attitude towards Members, Guests, superiors, colleagues, and work. Is prompt in their arrival and exit. Makes sure oncoming shift is in place and is aware of any outstanding issues. Must be able to take direction from immediate supervisors. Attends mandatory meetings.
• Production – Understands the information flow and deadlines associated with taking reservations, sorting incoming mail, statement mailings and other clerical tasks.
• Teamwork – Keeps in mind that the Receptionist Area is a “TEAM” operation, the Weekend shift will hand off work in process to the PM shift and vice versa.
• Organization – Properly organize all materials needed to accomplish job duties. Exhibits ability to prioritize work and ensure immediate needs are met. Understands and shows commitment to teamwork, knowing when to ask for and/or offer help to colleagues.
• House Keeping – Ensures that the Receptionist Area is always clean, neat and inviting for all Members and Guests.
• Safety – Maintain safety in workstation. Demonstrates proper lifting techniques when working with trays of statements during mailing.
• Hygiene – Exhibits and employs proper personal hygiene and dresses professionally.
• Lunch / Dinner Breaks – Coordinates break time with Supervisor. Break(s) must be taken in the designated break areas.
• Member’s Requests – Tries to accommodate any reasonable special requests.

JOB SPECIFIC RESPONSIBILITIES:

• Greet Members and Guests at the Receptionist Desk. The Member should be greeted in a courteous, friendly manner as soon as they approach the Desk or acknowledged if the Receptionist is on the phone with another Member.
• Greet Members and Guests over the Telephone Switchboard in a courteous, friendly manner within three rings.
• Satisfy the Members need or request by either directly fulfilling it or getting them to the proper person that can fulfill it.
• Take messages and route phone calls to the appropriate person or department.
• Opening the Telephone Switchboard by taking it out of Night Mode each day by 8:00 AM.
• The Lobby Event Board that details all events in the Club each day must be updated by 8:00 AM.
• The Receptionist Desk and surrounding area must be clean and inviting by 8:00 AM each day.
• Incoming mail typically arrives each day by 10:30 AM and should be sorted and delivered to the proper recipients by 11:00 AM each day.
• Assist the Accounting Area in stuffing and mailing Members monthly billing statements so that all can be mailed by the 5th of the month.
• Enter Member reservations into the appropriate Reservation Sheet on the PC forty-eight hours prior to the scheduled event.
• Communicate with the PM Receptionists each day as to new events or promotions they need to be aware of or what projects need to be worked on during their shift.
• Assist the Accounting Area and the Administrative Office with any clerical tasks such as filing, typing, folding or cutting tasks that need to be done.

EDUCATIONAL / WORK EXPERIENCE REQUIREMENTS:

• Must be 18 years of age or older.
• Must have some clerical work experience.
• Have an educational / work history reference list available upon request.

SPECIAL REQUIREMENTS:

• Must be able to communicate in and have a basic comprehension of the English language or be enrolled in classes to enhance the ability to communicate in and comprehend English.
• Must have the knowledge of basic clerical skills.
• Must have a working knowledge of Telephone Switchboard skills.
• Must have a working knowledge of PC skills.
• Must have good interpersonal skills.
• Must be able to work a flexible schedule and/or over time if needed.
• Must be available to work weekends and holidays.
• Must work well with others as a team and help co-workers as needed.
• Should have an eye for detail.
• Must possess honesty and integrity.
• Must be always courteous and tactful towards members, superiors, and co-workers.
• Must be innovative and look for areas that need improvement.
• Must always treat others with kindness and respect.
• Perform other duties as required.
• Must conduct him/herself in a professional manner when on shift.
• Must arrive in and maintain a professional appearance at work.
• Must have a dependable means of transportation to and from work.

DRESS CODE:

• Professional business attire appropriate to a country club.

STANDARD PERSONAL HYGIENE AND APPEARANCE:

• Hair – Must be clean, of natural shades and well maintained.
• Make-up – The appropriate use of make-up is to enhance natural features and create a fresh appearance and must be kept at a minimum. Conservative lipstick permitted.
• Cologne/Perfume – The use of antiperspirant and/or deodorant is recommended. The use of strong, heavy scents and fragrances is unacceptable.

PHYSICAL FUNCTIONS:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is occasionally required to stand, walk, climb stairs, balance, stoop, kneel, crouch, and/or sit up to 10 hours per day.
• Reach with hands and arms.
• Good hearing and speech to communicate with members, guests, and co-workers.
• Specific vision abilities include close vision, vision sufficient to read, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Must be able to push, pull or lift up to 25 lbs.
• Independent mobility throughout the Clubhouse.