The Women’s University Club is seeking a Front Desk Receptionist with a passion for hospitality and customer service. Must have outstanding verbal and written communication skills. The ideal candidate must be self-motivated, an independent worker and be able to work a Monday through Friday. Applicant must be able to develop and maintain a professional and enthusiastic relationship with club members and staff. Proficient with Microsoft software.
GENERAL POSITION SUMMARY:
Front Office Coordinator greets members and guests in person and on the phone; answers questions, takes reservations and works with all departments of the Club to ensure smooth operation and promote a pleasant, welcoming atmosphere. Front Office Coordinator must be computer literate in Microsoft Office.
Phone System
Answer all incoming calls pleasantly.
Forward calls to appropriate department, take and deliver messages promptly and efficiently.
Be knowledgeable of and comfortable with the phone system.
Building
Keep a welcoming and professional office space.
Provide building security for front and garage entrances.
If closing for the day, secure building and prepare the reader board for the following day.
Check phone messages, open parking garage, check general email, prepare lunch and class sign-up sheets
Reservations and Dining Room Support
Enter all reservations into the system and proof
Review member generated on-line reservation emails. Correct as needed and confirm via email.
Publish alphabetical meal reservation lists for posting in the Dining Room.
Prepare meal cards for regular dining
Provide number of diners for events to the food and beverage staff
Website and Social Media
Assist members regarding the website reservation system when necessary.
Assist with website setup of meal events, classes and programs.
Accept individual members into the Club’s Facebook page.
Be part of the Social Media and help post recaps of events or promo postings to encourage members attendance.
Other
Distribute yearly directories.
Handle retail sales of WUC logo items and paintings.
Prepare various signs and documents as assigned.
Print and laminate member name tags.
Prepare weekly schedule for Board of Trustees and staff. Hang copy of schedule in kitchen.
Assist Evening Receptionist with hallway posters and flyers as needed.
Be familiar with and know execution of receptionist’s duties for the emergency evacuation plan.
Assist with monthly mailings.
Proofread monthly newsletters against scheduling book.
Staff Responsibilities
Guide and oversee the evening receptionist.
May delegate tasks to evening receptionist.
Prepare weekly work schedules for Front Office staff and Evening Administrative staff member.
Forward all general web inquiries to the appropriate staff
Work with Evening Administrative Assistant to keep a stock of office supplies and membership materials.
Make sure flyer rack and posters are current
