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Lead Concierge

4 months ago

Boca Raton, United States Sunscape Boca Raton Full time

**Responsibilities**:
The Lead Concierge supports the Business Office Manager and serves as an ambassador for the Community. He/she executes receptionist and other responsibilities as defined in this job description to assist in the administration of the Community.
- Provides positive first impression to all who enter the Community.
- Answers and screens all incoming telephone calls in a courteous and professional manner, routing calls and taking messages as appropriate.
- Greets all visitors in a friendly, courteous, and professional manner.
- Screens and requires visitors to “sign in” at reception desk.
- Notifies Residents of visitors.
- Instructs Resident’s visitor according to Resident’s instructions.
- Receives and processes incoming mail.
- Accepts all outgoing mail/packages.
- Types, copies, orders, and maintains inventory of office supplies, performing other clerical duties as assigned.
- Maintains and updates Emergency Phone Number Log and keeps log at front desk.
- Maintains and updates emergency contact information on each Resident and keeps information at front desk.
- Assists managers with various clerical responsibilities.
- Pages staff wearing beepers, as necessary.
- Takes RSVPs for special functions, as necessary.
- Oversees sign-up for scheduled transportation.
- Hands out maintenance requests forms and passes them onto Environmental Services Director.
- Responsible for training all Concierge Team Members (using concierge job description) and all other Team Members answering the phones.
- Assist the General Manager/Business Office Manager with the interviewing/hiring process of all concierges.
- Assist Business Office Manager/Director of Community Relations in conducting monthly concierge’s meetings.
- Assist Director of Community Relations in training the standard for handling inquiries (both phone and in person).
- Knowledgeable about community services and rates, providing families and/or prospective residents with tours and/or community information.
- Ensure (10) Marketing Packets are complete at all times.
- Manage inventory of marketing supplies (brochures, folders, masthead paper) as set by the Director of Community Relations.
- Order/make new resident name plates.
- Order welcome gift. Welcome note from General Manager.
- Manage the concierge schedule (Team Members responsible for calling Lead to make and have schedule changes approved).
- Assist the Director of Community Relations in managing a welcoming, homelike professional atmosphere in the lobby at all times.
- Gather information from the Resident Profile as needed by the Salus Coach (ie: birthdays, interests, religion).
- Ensure welcome and birthday signs are created and posted for all new residents along with the daily activities each day.
- Keep front desk and lobby area neat and organized.
- Manage process for guest dining reservations (and staff dining tickets if used by the home).
- Manage reservations for the private dining room.
- Follows all emergency procedures.
- Understands all safety policies and procedures.
- Communicates effectively with Business Office Manager and other team members.
- Immediately advises Business Office Manager, Wellness Director, and General Manager of any changes in physical and/or mental health of resident immediately.
- Performs other duties as necessary.

**Qualifications**:

- High School Diploma required.
- Must possess a high degree of interpersonal relations skills and ability to relate to a variety of people and personalities.
- Prior experience in working with public.
- Requires considerable initiative and judgment.
- Must have word-processing and clerical skills.
- Must be able to work flexible hours and participate in holiday activities.
- Must be comfortable with a multi-line telephone system, answering, taking messages and transferring calls.
- Strong organizational, oral, and written communication skills.
- Self-motivated and ability to work with mínimal supervision.
- Must possess the ability to communicate effectively with all levels of management, team members and outside contacts.
- Customer service oriented.
- A proven team player.
- Physically able to bend and reach.
- Physically able to sit for extended periods of time.
- Physically able to lift up to 40 pounds at times.

**Miscellaneous**:

- May be video recorded from devices installed by families in residents’ apartments.
- May have picture taken and image used in social media or community advertising.
- Required to work weekends and holidays as assigned.
- May be required to work on shifts other than the one for which hired.
- May be required to work extended hours (up to 16 hours per day).
- May be exposed to infectious waste, diseases, conditions, etc., including HIV, AIDS, and Hepatitis B C viruses.
- Background, criminal, and drug tests as required by HR policies and procedures.
- May be asked to submit to random drug test during employment.