RECEPTIONIST

Job Description

Job Description

D E P A R T M E N T

FRONT OF THE HOUSE

R E P O R T S T O

GENERAL MANAGER

JOB DESCRIPTION

The Receptionist is the first point of contact for guests, setting the tone for a refined and memorable dining experience. This role ensures an elegant and efficient guest arrival and seating process while coordinating reservations, managing the waitlist, and communicating seamlessly with the service and management teams. The Receptionist embodies GAIA’s hospitality values by providing courteous, professional, and attentive service at all times.

RESPONSIBILITIES

Essential Functions

• Greet and welcome guests promptly, both in person and over the phone, with professionalism and warmth.
• Manage reservations, cancellations, and walk-ins efficiently using the reservation system.
• Maintain an organized waitlist and ensure accurate table assignments to optimize service flow.
• Escort guests to their tables and provide menus, ensuring proper handover to the assigned server.
• Present menus and take initial drink or water orders when appropriate.
• Keep the entrance and reception area tidy, polished, and welcoming at all times.
• Track guest volume and maintain seating charts and flow charts throughout service.
• Follow the opening and closing checklist thoroughly, ensuring readiness for service.
• Maintain up-to-date knowledge of menu offerings, special events, and restaurant policies.
• Communicate effectively with the floor staff and management to ensure seamless coordination.
• Handle guest inquiries, special requests, and complaints professionally, escalating when necessary to management.

Additional Responsibilities

• Ensure that menus are clean, available, and updated for each service.
• Support service team members by assisting with seating large parties, adjusting table setups, and accommodating guest needs.
• Verify that all tables are properly set, glassware and silverware are spotless, and chairs and surrounding areas are clean before guests are seated.
• Maintain excellent knowledge of the restaurant layout, table numbers, and colleagues’ assigned sections.
• Provide guests with accurate information about the restaurant, nearby attractions, and transportation when needed.
• Answer phones promptly (within three rings) and manage inquiries, reservations, and guest follow-up courteously.
• Support management with event-related preparations and large group arrangements.
• Maintain professional appearance, grooming, and demeanor at all times, reflecting GAIA’s image of excellence.
• Perform any additional duties as assigned by the Reception Supervisor or management.

PERSONAL COMPETENCIES

• Exceptional interpersonal and communication skills with a genuine passion for hospitality.
• Poised, confident, and professional under pressure.
• Highly organized with strong attention to detail.
• Proactive and solution-oriented, able to handle guest concerns gracefully.
• Collaborative team player with a positive, service-minded attitude.
• Fluent in English; additional language skills are an asset.

EDUCATION, EXPERIENCE AND SKILLS REQUIREMENTS

• High school diploma or equivalent required; degree in Hospitality or related field preferred.
• Minimum of one (1) year of experience in guest-facing roles within fine dining or luxury hospitality.
• Proficiency in reservation and POS systems preferred (e.g., SevenRooms, OpenTable, Toast).
• Strong phone etiquette and multitasking abilities.
• Knowledge of restaurant operations and basic food & beverage terminology.
• Excellent communication and customer service skills.

PHYSICAL DEMANDS & WORKING CONDITIONS

Physical Requirements

• Must be able to stand and walk for extended periods (up to 8 hours per shift).
• Frequently required to reach, bend, and lift or move items up to 15 pounds.
• Must have the ability to hear, speak, and communicate clearly over background noise.
• Manual dexterity and visual acuity required for operating computers, tablets, and telephones.
• Ability to maintain composure and focus in a busy, fast-paced environment.

Work Environment

• Luxury hospitality environment with variable noise levels.
• Work performed indoors in a climate-controlled setting with occasional exposure to outdoor elements when greeting guests.
• Schedule includes evenings, weekends, and holidays as required by business needs.
• Constant interaction with guests and team members in a professional setting.

INTENT AND FUNCTION OF THE JOB DESCRIPTION

The Company reserves the right, at any time with or without notice, to alter or change job duties, reassign or transfer responsibilities, or assign additional responsibilities as needed. From time to time, you may be directed to work on special projects or perform other duties as assigned that are necessary or important to the operation of the Company.

GAIA USA, LLC is an equal opportunity employer. In accordance with applicable law, we prohibit discrimination against any applicant or employee based on any legally-Protected Characteristics, including, but not limited to: race, color, religion, sex (including pregnancy, lactation, childbirth or related medical conditions), sexual orientation, gender identity, age (40 and over), national origin or ancestry, citizenship and immigration status, physical or mental disability, genetic information (including testing and characteristics), veteran status, military status, uniformed servicemember status or any other status protected by federal, state or local law (collectively “Protected Characteristics”). Our commitment to equal opportunity employment applies to all persons involved in our operations and prohibits unlawful discrimination by any employee, including supervisors and co-workers.