Front Desk Coordinator

General Summary

The Front Desk Coordinator serves as the information referral center for all residents, families, potential residents, staff, guests, community contacts, and others visiting the community. S/he must be aware of all daily activities, administrative staff, and management company roles and responsibilities and direct or answer questions accordingly. In addition, the Front Desk Receptionist shall provide support for some computer processing duties as appropriate.

Essential Job Functions

• Answers incoming telephone calls in a cheerful and professional way, determines purpose of callers, and forwards calls to appropriate personnel or department.
• Retrieves messages from voice mail and forwards them to appropriate personnel.
• Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
• Answers general questions about the community and provides callers with address, directions, and other information and refers other specific questions to appropriate staff.
• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Receives, sorts, and routes mail.
• Distributes written communication, accepts and signs for deliveries (mail prescriptions, etc.).
• Maintains copy and fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.
• Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary.
• Performs other clerical duties as needed, such as filing, photocopying, and collating.
• Orders, receives, and maintains office supplies.
• May perform other duties as assigned.

Competencies

• Attention to detail and commitment to accuracy.
• Must maintain confidentiality of work-related information and materials.
• Must be able to communicate effectively in both written and verbal format. 
• Strong interpersonal skills. Able to establish and maintain effective working relationships. Ability to work in a diverse environment and be sensitive to issues of diversity and inclusion.
• Must have solid computer and technical skills.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.

*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.

Qualifications

• High school diploma or general education degree (GED); or one to three years related experience and/or training; or equivalent combination of education and experience.
• Basic First Aid and CPR certification where required. Training will be offered by Nichols Village if necessary.
• Must successfully complete all Nichols Village specified training programs.
• Able to read and comprehend simple instructions, short correspondence, and memos. Able to write simple correspondence. Able to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Able to operate telephone, emergency call system, monitoring board or beeper, photocopier. 
• Able to work Monday-Friday from 8 am until 4 pm
• Proficient usage of Microsoft Outlook, Teams, Word, Excel, and strong general computer skills.

Working Conditions: Primarily in an office environment. Some lifting may be required (up to 25 lbs.). Ability to travel locally to managed sites. Daytime work hours, Monday through Friday.    

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.

*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.