Receptionist

Hidden Valley Homeowners Association, Inc.

JOB DESCRIPTION: RECEPTIONIST

PROPERTY: Hidden Valley Homeowners Association, Inc.

199 Hidden Valley Rd, Rochester, NY 14624

(306 townhomes)

JOB TITLE: Receptionist

REPORT TO: Clubhouse Director, Property Manager, Management Company

KNOWLEDGE, SKILLS AND ABILITIES: Customer service, computer skills, organizational skills

JOB OBJECTIVE: To effectively and efficiently monitor the reception area of the clubhouse under the guidance of the Clubhouse Director.

Maintain cordial relationships with the residents, associate members, contractors and the Board of Directors and their agents, providing to all satisfactory and complete service.

AUTHORITY Receptionist is to execute tasks outlined in this Job Description. Ambiguous or questionable requests should be referred to the Clubhouse Director or Property Manager for direction or clarity. Monetary responsibilities are to be adhered to in accordance with this job description.

SPECIFIC RESPONSIBILITIES AND TASKS: The responsibilities of the Receptionist include but are not limited to the following:

1. Answer the phone and in – person inquiries and accurately log as directed.

2. Utilize office/clubhouse equipment (FAX machine, copier, computer programs) skillfully and proficiently.

3. Present members with necessary fitness equipment/devices and please monitor the fitness room every ½ hour.

4. Membership:

• Assist new member with completing necessary paperwork, collecting money and generating receipts.


• Enter new information into member's file.


• File new member forms.


• Keep and monitor updated expiration lists.

5. Homeowner Information:

• Enter new information into both alpha and unit number lists.


• Monitor and manage new homeowner questionnaires.

6. Work requests/ Messages:

• Record messages on spiral carbon message notes


• Log – in variance requests and file in the Architecture folder.


• Check answering machine for any messages and give message to the appropriate person


• Return phone calls as directed by the Clubhouse Director or Property Superintendent.


• Transfer messages to pool area if directed.


• Communicate with lifeguard(s) regarding pool and sauna.

7. Facilities Usage:

• Keep and closely monitor an accurate daily facilities usage log at the desk (classes, fitness room, meeting room, lounge, racquetball courts, tennis courts and pool).


• Assist homeowners and members with completing necessary paperwork to reserve facilities (lounge, meeting room, pool). This will include collecting and providing accurate receipts for deposits and rental fees.


• Log facilities usage information as directed by Clubhouse Director.


• Submit collected deposits and fees daily to Clubhouse Director.

• Complete a daily clubhouse close – up check list at the end of each work day to be submitted to and reviewed by the Clubhouse Director the following day.


• Copy, collate, staple and sort monthly Valley News as directed by the Clubhouse Director


• Complete any other task as directed by the Clubhouse Director.