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Weekend Receptionist/Office Assistant

Santa Cruz, CA · Hospitality/Travel
POSITION SUMMARY:  The part-time Receptionist answers the telephone and greets incoming guests. As the first contact with the Villa, the receptionist must convey a sense of hospitality. The position is responsible for registering guests and also assists with a variety of other office duties.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES:
 
  1. Receives visitors cordially and refers the guest to the appropriate person.
  2. Answers the telephone with appropriate greeting.
  3. Acts as initial concierge for guests and calls their hostess.
  4. Takes messages accurately if guest or staff member is out.
  5. Delivers messages promptly to appropriate person/place.
  6. Verifies guest payment including incidental costs.
  7. Provides assistance to any visitor with issues, complaints or concerns with empathy and a focus in guest satisfaction, works in partnership with the Administrator when necessary.
  8. Assists with keeping files, forms and reports current.
  9. Prepares mailings and provides clerical assistance as requested.
  10. Handles incoming and outgoing mail.
  11. Assists in maintaining good order of the front office.
  12. Assists in maintaining office supplies and prepares list of needed materials.
  13. Receives email and fax messages and directs them to the appropriate person.
  14. Makes copies of the price list and other general forms, as needed.
  15. Oversees the Fax/copy machine, calls for supplies/service as needed.
  16. Receives packages and appropriately channels them to the correct department or person.
  17. Processes gift purchases from Villa lobby such as: cards, journals and sweatshirts.
  18. Other duties as assigned.
SUPERVISORY RESPONSIBILITIES: None

EDUCATION: Minimum of a high school diploma; prefer some college level experience.

EXPERIENCE: A year of office work experience. Some customer service experience and/or a willingness to learn.

QUALIFICATIONS:  To perform this job successfully, individuals must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
SKILLS KNOWLEDGE AND REQUIREMENTS:
  • Supportive of the mission of the Sisters of the Holy Names.
  • Model SNJM Guiding Values in carrying out work activities and responsibilities.
  • Able to respect and maintain confidentiality of sensitive information.
  • Excellent public relations customer service, telephone and office skills.
  • Responsible in carrying out daily tasks.
  • Ability to handle multiple tasks while being courteous to guest and other staff.
  • Familiarity with basic office machines.
  • Strong reading, writing and language skills.
  • Ability to communicate clearly and collaborate with personnel and guests.
PHYSICAL DEMANDS AND THE WORK ENVIRONMENT
  • Prolonged periods of sitting and computer use.
  • Frequent interruptions for telephone or in-person queries.
  • Frequent fluctuations in temperature from proximity to the front door.
  • Some need to stoop, lift, crouch, and lift up to ten pounds.
ENVIRONMENTAL FACTORS:  Environmentally controlled air temperature; normal lighting; moderate noise levels. Machines/equipment used: computer, printer, copier, fax machine, postage meter, telephone.
 
We offer a competitive salary and benefits.
 
SNJM is committed to continually building a workplace that exemplifies its values and vision of being hospitable to everyone.  To apply, submit your resume along with a cover letter to jobs@snjmuson.org
 
The Sisters of the Holy Names of Jesus and Mary (SNJM) is an Equal Opportunity Employer.
 
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