Front Desk Assistant (Receptionist- Ambassador) - R1

The Management Trust
Position Title: Receptionist- Ambassador
Location: Aurora, CO – at Southshore Community
Reporting To: General Manager
Status: Non-Exempt, Full-Time and Part-Time available
Salary: $20.00-$25.00 per hour

COMPANY PROFILE:

The Management Trust is a community management company. We believe that building and maintaining a community takes more than just hammers and nails. It takes integrity, trust, experience, and support. Our success is based on the belief that effective management anticipates our clients’ needs, not merely reacts to them. We are a company of creative and committed individuals driven by grand aspirations and are proud to be the only 100% employee-owned community management firm in the nation. Our Employee Owners are encouraged to actively participate in growing our business by helping define best practices every day. It is in this spirit that we encourage you to explore this opportunity to join The Management Trust team.

EMPLOYEE OWNER POSITION PURPOSE:

The Front Desk Lifestyle Ambassador is responsible for providing exceptional customer service and quality administrative support in a fast-paced and high-volume environment. This key position interacts directly with every clubhouse guest, caller, and employee. This individual is often the first voice and face of The Management Trust, and therefore critical to the overall success of the office. The primary focus at all times is delivering a consistent, quality experience to everyone who comes in contact with reception.

JOB DUTIES AND RESPONSIBILITIES:

Resident Interactions

• Assist residents with web portal logins, assess card provisioning and general questions regarding the community.
• Assist Lifestyle staff during planned events and programming.
• Answer incoming phone calls quickly, warmly, and professionally monitor voicemails and emails throughout the day including routing to the appropriate team member.
• Assist residents with facility rentals including managing the residents request, collecting deposits, assisting resident during the rental and documenting facility damage if any at the end of the rental.
• Stand, smile, and Greet visitors and ensure adherence to Company and Community policies regarding sign-in/out logs, visitor badges, and guests being accompanied by an employee (if needed.)
• Provide forms and other community paperwork to residents.
• Cleaning duties include high touch/high traffic areas, reception, café, and other areas as directed by Management.
• Create and distribute documentation for residents including welcome packets, newsletters, and other print materials.
• Goes the extra mile for residents and guests by offering to make reservations, find directions, look up phone numbers, etc.
• Uses time efficiently throughout shift by checking equipment, pool areas, inventory, etc.
• Ensures proper coverage when it’s necessary to leave the Front Desk area.
• Complete data entry into Vantaca and various other software programs relating to homeowner contact information, service requests, and other information.
• Process daily incoming mail, prepare for distribution, and post outgoing mail.
• Attend each copy/supply station daily; this includes filling all copiers with paper, making sure forms are available in designated locations, and that all relevant supplies are on-hand (i.e. pens, paper clips, staples, etc.) Report inventory shortages to GM.
• Maintain clubhouse inventory, provide monthly inventory report to Supervisor.
• Monitor the office machines and either service when needed (i.e. if the machine is out of ink) or coordinate appropriate vendor support.
• Alert Supervisor to issues related to phones, or other potentially disruptive matters in the reception area.
• Arrange for backup support for planned absences, with supervisor approval.
• Inform co-worker(s) of pertinent information at the end of the shift verbally and through email.
• Inform Supervisor of any resident, guest, or facility issues.
• Enroll residents and guests in programs when applicable.
• Assist staff with lifting and storing facility equipment, furniture, and products to help maintain facility.
• Accountable for knowing the daily events and class calendar. Assists Lifestyle Director and Assistant with setting up clubhouse rooms for meetings, activities, and events.
• Assists in setting up fitness rooms for classes.
• Maintain a clean and well-organized reception area.
• Maintain current records (i.e. contact lists) for the reception desk.
• Other duties and special projects as assigned by Management.

QUALIFICATIONS:

• Experience in reception and customer service preferred.
• High School Diploma (or equivalent)
• Proficiency in administrative support – generally 1-3 years
• Solid knowledge OF Microsoft Outlook, Excel, and Word; intermediate skills a plus
• Conflict resolution skills
• Food handling card required
• Ability to meet deadlines and address time-sensitive issues
• Superior multi-tasking skills
• Excellent written and verbal communication
• Ability to provide high-level customer service with astute attention to detail and organization
• Must be a team player
• Ability to manage workflow amid shifting priorities
• Willing to learn Company process and procedures, and learn/use proprietary software
• Adaptable and dependable with a solid attendance record
• Professional and respectful demeanor with all internal and external customers at all times

ESSENTIAL FUNCTIONS:

• Use standard office equipment, including: computer, phone, copier/scanner, etc.
• Be stationary for periods of time
• Relocate up to (40) pounds

SUPERVISES OTHERS? IF SO, LIST:

• None

SCHEDULE & TRAVEL:

• Shifts will vary based on business need; generally varying between Sunday-Saturday to ensure Front Desk coverage. 10:00 AM – 7:00 PM
• May be required to work weekends, nights, and holidays as needed
• This position may require occasional long hours to meet business needs

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.

TMT reserves the right to modify this job description at any time based on business need.