Receptionist

Job Description

Job Description

J ob Title: Receptionist
Department: Administration | FLSA Status:  Non-Exempt
Reports To: General Manager

POSITION SUMMARY:

The Receptionist is responsible for assisting with administrative and clerical duties, managing the reservations system, and communication initiatives. This position is also responsible for greeting members, guests, and visitors, answering the phone, displaying a high level of professionalism in the reception area, and providing polite and accommodating service to visitors including members, guests, prospective members, vendors, clients, and staff in person, via the telephone or email.  

ESSENTIAL JOB DUTIES:

• Greet all visitors, members, and guests in an attentive, friendly, courteous, and service-oriented manner, respond to inquiries, and provide direction to the correct destination.
• Maintain regular, dependable attendance and punctuality.
• Maintain high standards of professional appearance and grooming, which include wearing proper attire and name tag when working.
• Create various pieces of collateral using present templates and deploy as needed.
• Format all Club emails and send them to appropriate recipients. 
• Keep the Club website up to date. 
• Ensure that new events are set up correctly and deployed to the Club website and app.
• Take photos and update social media platforms regarding activities and events. 
• Respond promptly to all emails, including those inquiries and reservations, and requests from members, guests, and staff in a polite and professional manner.  
• Answer the telephone in a courteous and professional manner.
• Screen and direct calls as appropriate.
• Take information from callers and relay messages to appropriate departments.
• Assist in answering basic member queries related to club operations to the best of your ability when possible.
• Manage and update the Club’s reservations system, including events, member information, etc.
• Keep Food & Beverage informed on the status of reservations.
• Assist in creating seating charts for large events and serve as a hostess as needed.
• Receive mail and deliveries, sort mail, and deliver to the club’s designated recipient.
• Monitor member and guest access and maintain security awareness.
• Ensure knowledge of staff movements in and out of the Club.
• Provide general administrative and clerical support by performing general office tasks to assist General Manager and other department heads.
• Prepare correspondence and documents.
• Monitor inventory relevant to the reception area.
• Tidy and maintain the reception area, including the foyer.
• Perform other duties as assigned.

EDUCATION, EXPERIENCE, AND SKILLS:

• High school diploma or GED required.
• One to 3 years of receptionist, administrative assistant, or related experience preferred.
• Must have Food & Beverage experience.
• Proficient with computer systems including Outlook, email, and Microsoft Office and familiar with membership software.
• Demonstrated ability to prioritize, multitask and manage data with a high degree of accuracy.
• Possess strong organizational, written, and oral communication skills.
• Demonstrated results and detail-oriented and capable of working with minimal direction. 
• Excellent team player with the ability to work hands-on in a fast-paced environment.
• Must possess the ability to maintain confidentiality and to handle member and guest information in a confidential manner.

PHYSICAL AND MENTAL DEMANDS:

• Requires ability to safely lift items to 20 pounds occasionally. 
• Be able to work in a sitting position for long periods of time.
• Be physically able to reach, bend, kneel, stoop, and lift above shoulder level.  
• Must be able to convey information and ideas.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must be effective in listening to, understanding, and clarifying the concerns and issues raised by members, guests, and staff members.
• Must be able to work with and understand financial information and data, and basic arithmetic functions.

TYPICAL WORKING CONDITIONS:

Work is performed in an indoor setting. Some varied weather conditions are expected with exposure to heat/humidity, or cool/cold weather. The moderate noise level in the work environment. Varying schedule to include evenings, some holidays, working on Saturdays, and extended hours as business dictates.  

THE DESCRIPTION MAY NOT BE ALL-INCLUSIVE AND EMPLOYEES ARE EXPECTED TO PERFORM ALL OTHER DUTIES AS ASSIGNED AND DIRECTED BY MANAGEMENT.  POSITION DESCRIPTIONS AND DUTIES MAY BE MODIFIED WHENEVER DEEMED APPROPRIATE BY MANAGEMENT.