What are the responsibilities and job description for the Front Desk Receptionist position at The Polo Club of Boca Raton?
Overview: As the initial point of contact at the club’s 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.
Responsibilities:
- Opens the Club Administrative office area daily. Fills candy bowls, arranges magazines in the sitting area, turns on TV screens/ music etc.
- 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.
- Manages the operation of the Janus 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.
- Assists the Social Events Manager with ad hoc duties.
- 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 Member Services Coordinator and/or Director of Sales and Marketing.
Qualifications:
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Requires excellent phone etiquette.
- Must have exceptional customer service, organizational and interpersonal skills.
- Ability to handle difficult situations and members courteously.
- Requires diplomacy, patience and excellent customer service skills.
- Ability to communicate well verbally and in writing.
- Ability to understand and carry out verbal and written instructions.
- Ability to interact professionally and maintain effective working relationships with management, co-workers and members.
- Must be able to multi-task and work in a fast paced environment.
- 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.
- Must be available to work weekday/weekend/holiday shifts (8:30am - 5pm) Evening events periodically.
Job Type: Full-time