SUMMARY

Purpose

This position will warmly greet guests, residents, and vendors, directing them to the appropriate person or department, operate a multi-line phone system, screen and route calls, and take detailed messages, assist with data entry, scanning, and preparing documents

Scope

It is understood that the Receptionist/Marketing Assistant supports the mission and values of Ohana

Mission

To create and support senior care communities that thrive.

Values

Collaboration – working as a team with others to create a positive environment for all those we serve.

Integrity – honest and moral conduct even when no one is watching.

Servanthood – caring for others and putting their needs before your own.

ESSENTIAL FUNCTIONS

Required

• Leadership through planning, directing, controlling, communicating and coaching.

This position requires strong written and verbal communication skills, strong personnel skills and positive community relations skills to be successful.

• Excellent written, verbal, grammatical and punctuation skills.
• Must be self-motivated and can work independently and make decisions.
• Excellent organizational skills; detail oriented
• Pleasant, professional and personal manner.

DUTIES

Typical

Reception Responsibilities:

Receptionist/Marketing Assistant is responsible for:

• Answering telephones in a pleasant and helpful manner and directing callers to the appropriate person in a timely manner
• Ensure community forms are all in order and plentiful
• Receipt writing for rent collections and guest meals as well as assorted community charges
• Keep up to date on community apartment roster
• Keep employee telephone list and resident phone list up to date
• Purchase and sell stamps
• Respond to resident questions and inquiries
• Respond to emergency calls from residents
• Assist Business Office Manager and Executive Director with special projects and/or assignments
• The Receptionist/Marketing Assistant is responsible for proper documentation of received payments and with depositing rent checks appropriately.
• The Receptionist/Marketing Assistant will assist in orienting new residents and making sure that all signatures are obtained on rental agreements prior to residency.

Marketing Assistance Responsibilities

Receptionist/Marketing Assistant is responsible for:

• Providing community tours to prospective residents when the Community Relations Director is unavailable
• Answering phone inquiries when the Community Relations Director is unavailable and gathering information on the prospect, providing information on the community and completing an inquiry card for the Community Relations Director
• Assisting the Community Relations Director with making calls to prospective residents as requested.
• Assisting in coordination and implementation of the marketing plan under the direction of the Community Relations Director including fax bombs and direct mail.

Safety Compliance:

The Receptionist/Marketing Assistant is responsible for ensuring that they and any employees reporting to them work in a safe manner and that unsafe actions are to be managed. Compliance with Safety Committee Standards is required. Should workplace injuries occur, the Department Heads and Directors are to assist the Business Office Manager when required with the investigation, return to work, and management of the injured worker communication with care provider and the community.

Team Effectiveness:

The Receptionist/Marketing Assistant is responsible for fostering teamwork with co-workers, showing initiative in overcoming obstacles, taking actions which assist others beyond job responsibilities, and having a positive impact on co-workers, residents and visitors.

Perform other duties as assigned or needed.

SUPERVISION

Received

Reports to the Executive Director, Admin Assistant

Given

EDUCATION & LICENSING

Required

High School Diploma or equivalent.

Preferred

Associate Degree strongly preferred in business, Customer Service or a field related to the position.

EXPERIENCE

Required

Must have experience in customer service and the ability to oversee volunteers.

Preferred

Minimum one year experience in assisted living.

Experience with Microsoft Word, Microsoft Excel, and other business-related machines.

WORKING CONDITIONS

Usual

Professional office environment. Uses PC, telephones, word processing and other standard office equipment. Verbally able to articulate in person and over the phone. Attending business-related functions. Occasional travel to the corporate office.

Special

The Receptionist/Marketing Assistant encounters stressful conditions dealing with residents, employees and business activities. Also must be able to work well under pressure, to resolve conflicts, to prioritize tasks, and follow through with ideas. Excellent verbal and written skills, interpersonal and mediation skills, ability to evaluate workers’ performance, strong working knowledge of employment laws and company regulations. Must be able to work evenings and weekends and maintain a flexible work schedule.

PHYSICAL REQUIREMENTS

Usual

Sitting, walking, bending, data entry, reading, written and verbal communication, and lifting up to 50 pounds.

CONTINUING EDUCATION

Usual

Comply with state specific requirements.

Pay: From $17.00 per hour

Ability to Commute:

• Bandon, OR 97411 (Required)

Ability to Relocate:

• Bandon, OR 97411: Relocate before starting work (Required)

Work Location: In person