Front Office Supervisor

3 weeks ago

Portland, United States Terwilliger Plaza Full time
Job Details

Job Location
Terwilliger Plaza - Portland, OR

Position Type
Full Time

Salary Range
$24.50 - $26.50 Hourly

Travel Percentage
None

Job Category
Admin - Clerical

Description

At Terwilliger Plaza, located in beautiful downtown Portland, we believe that encouraging a deeper sense of dedication and belonging is key to how we attract and retain our best people. By embracing our diverse experiences and views, we are better positioned to deliver results, create innovations that matter, and thrive in today's changing world. Join us as we Live Forward and cultivate a phenomenal place where our team works and thrives.

Why Work Here?
  • Medical, Dental & Vision
  • 50% off Employee Discount in Dining and Deli
  • 24/7 access to an onsite gym
  • Onsite Salon
  • Scholarship Opportunities
  • Company Paid Monthly TriMet Pass
  • Competitive Pay
  • 401k Matching
  • Tapcheck - Same day pay
The Front Desk is the first point of contact and first impression for our community. You will ensure members, guests and contractors are greeted in a professional and welcoming manner while providing administrative support to the front desk team, multiple departments and addressing member questions and requests. Multi-tasking, stress management, training and leadership skills are essential for this position.

This position is responsible for overseeing the day-to-day operations of the Front Desk in the Tower and in Parkview. The Front Desk Supervisor is also responsible for supporting the Community Life Manager by assisting with training front desk staff and ensuring that tasks assigned are completed correctly and in a timely manner. Upholding expectational customer service expectations for our team and being a role model that embodies Terwilliger Plaza values of respect, quality, compassion, collaboration and diversity. The Front Desk Supervisor is a crucial position for seamless front desk operations and community flow.

Essential Job Functions:

Front Desk Associate
  • Answer multi-line switchboard console (internal and external calls) and transfer to various extensions throughout the buildings.
  • Answer questions from callers, members and visitors, direct visitors to various locations in the building.
  • Report emergency situations to appropriate personnel, authority or services.
  • Monitor security cameras and intercom; open doors after hours via push button; open loading dock door when needed for deliveries.
  • Operate and utilize two-way radio to contact staff as needed.
  • Schedule meeting room reservations on Outlook Calendars as needed, and post events on internal system.
  • Process guest room reservations and inform housekeeping of guest arrivals/departures.
  • Sort excess member mail, accept packages and other deliveries, distribute in-house mail.
  • Complete clerical tasks by typing on Microsoft Word, Excel, Publisher, etc. for members and other departments and /or staff.
  • Keep front desk areas and internal mail-room clean and well organized.
  • Oversees all front desk documents and archives them monthly.
Supervisory Functions:
  • Responsible for providing guidance to new staff and supporting the Front Desk team during training.
  • Oversees all front desk documents, updates and archives them monthly.
  • Assists in the completion of Community Life billing, in an accurate and timely manner. This includes- medical transportation, guest rooms and any other ancillary service offered as it pertains to the front desk.
  • Update the opening and closing checklist monthly and monitor for completion.
  • Oversees the training and assists Campus Safety Manager in monitoring Front Desk in Fire/Evacuation/Disaster Response and related events (Fire Panel, Drills, and Incident Response).
  • Plans and assigns tasks to be carried out by staff at the Front Desk, including establishing systems and processes for dealing with department-wide concerns.
  • Communicates regularly with all Front Desk Associates, both individually and as a group, to ensure good two-way communication concerning regular job responsibilities.
  • Assists Community Life Manager with staff schedules via Shifts, ensuring that all shifts are covered.
  • Assists Community Life Manager with incoming resumes, scheduling interviews, participating in the interview process and completing reference checks.
  • Oversees Front Desk supply inventory and communicates the weekly supply order to Community Life Manager.
  • Monitor front desk staff work for accuracy and provide corrective training.
  • Adhere to our organization's code of conduct and present in a professional manner.
  • Resolve member, visitor, and vendor complaints or concerns within the scope of your position and report to the Community Life Manager as needed.
  • Maintains systems used by the front desks (Luxer One and Accushield).
  • Covers front desk shifts as needed and will flex schedule according to new hire training schedule.
  • Provides feedback to Community Life Manager for front desk staff performance evaluations.
Non-Essential Job Functions:
  • Perform other duties as required.
Qualifications:
  • 2-4 years reception/switchboard experience required
  • Proficient in Microsoft applications including Outlook, Word, and Publisher.
  • Highly computer literate, ability to learn new computer software platforms.
  • Leadership experience is required.
  • 2-3 years of experience as a trainer is preferred.
Knowledge and Skill Requirements:
  • Customer services skills.
  • Communication skills.
  • Problem solving skills.
  • Ability to follow instructions and take directives.
  • Professional appearance.
  • Project prioritization and time management.
  • Ability to handle a high level of activity.
  • Ability to operate a multi-line telephone console.
  • Ability to maintain confidentiality.
  • Ability to maintain composure during an emergency.
  • Flexibility and adaptability. Ability to change tasks quickly, as needed.
  • Excellent listening skills.
  • Training.
List tools, equipment, etc. used for the position:
  • Computers and software: Personal Computers, Microsoft Word, Excel, PowerPoint, Outlook, Publisher, Icon, Screencloud, Accushield, Luxer One and Notifii.
  • Office equipment: Telephone, computer, copier, fax, printer, postage machine, radio, etc.
  • Fire Panel.
Physical Activities of the Position:
  • Sitting at a desk, using a computer - 70% of time.
  • Standing, walking- 75% of time.
  • Using telephone - 30% of time
  • Bending, squatting - 10% of time.
  • Lifting up to 50 pounds - 10% of time.
Environmental Factors:
  • Inside environment conditions, consistent with office climate.
  • Located in a busy, open area office which results in frequent interpersonal interactions with staff, residents and other representatives.

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