Front Desk Receptionist

Summary:

As the initial point of contact at the clubs front administration desk, this position is responsible for providing a positive first impression by displaying professionalism, friendliness and outstanding service to club members and their guests. Greets members and guests upon arrival and helps them with a variety of services including guest card requests, photocopying, faxing, providing club information and assisting with tickets for Social and Cultural Arts events. Sorts and distributes mail daily. Signs for all incoming UPS, Fed-Ex and DHL packages and notifies the recipient. Fields all incoming phone calls and directs the caller to appropriate department/person.

Essential Duties and Responsibilities include but are not limited to the following:

- Opens the Club Administrative office area daily.

- Answers all incoming phone calls and directs caller to appropriate department/person. Provides phone numbers of members to other members. Also provides telephone numbers of property service suppliers (Comcast, FPL, etc.) as well as any other general club information requested.

- Greets all members and guests immediately as they enter reception area and assists with all requests, including photocopying, faxing, and looking up directions.

- Sorts and distributes mail daily. Signs for all incoming packages.

- Distributes incoming faxes to appropriate staff members.

- Operates the information board which displays daily meeting schedules.

- Takes guest pass requests and issues passes.

- Signs up members and guests for all club Cultural and Social events. Keeps an excel spreadsheet tally for some events. Maintains Tickets for Sale listing year-round for members to sell or buy tickets to events/shows.

- Assists with Social events at the Club, checking in members as they arrive.

- Keeps a tally of all member charges for services (photocopying, faxing, replacing guest/ member photo I.D. cards) and submits these monthly to Accounting for charging purposes.

- Produces and sends out the Polo Daily fact sheet to employees daily.

- Oversees the Lost and Found area

- Assists the General Manager with all administrative requests including locating other employees and passing messages.

- Communicates with members, co-workers, management, and the general public in a courteous and professional manner.

- Conforms with and abides by all regulations, policies, work procedures and instructions.

- Exhibits and maintains a professional demeanor to reflect a positive image of The Polo Club.

- Performs other duties as assigned by the Director of Membership and Marketing.

Knowledge, Skills and Abilities:

- Requires excellent phone etiquette.

- Must have exceptional customer service, organizational and interpersonal skills.

- Ability to handle difficult situations and members courteously.

- Requires diplomacy and patience and excellent customer service skills.

- Ability to verbally communicate well in English and in writing.

- Ability to understand and carry out verbal and written instructions in English.

- Ability to interact professionally and maintain effective working relationships with superiors, co-workers and members.

- Must be able to multi-task and work in a fast-paced environment.

Supervisory Responsibilities:

This job does not have supervisory responsibilities.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Associate degree or equivalent from two-year college or technical school; plus, one-year related experience and/or training; or equivalent combination of education and experience.

Language Skills:

Ability to communicate well in English. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of members or employees of organization.

Mathematical Skills:

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to calculate figures and amounts such as discounts and percentages.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Microsoft Office Suite, Internet, Outlook, Database and NorthStar software knowledge preferred.

Certificates, Licenses, Registrations:

No requirements.

Physical Demands:

The physical demands 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.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand; walk and sit. The employee is occasionally required to stoop, kneel, crouch, or crawl.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.