Receptionist - San Antonio
This job description reflects management’s assignment of essential functions; and nothing in this herein restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Summary
Creates a positive image of Baywood Hotels by providing a sincere warm greeting to callers, visitors and staff. Maintains a hospitable demeanor at all times. Provides support to office operations.
Essential Job Duties
Warmly greets visitors, determines their needs and directs them to the appropriate department or individual
Answers phones, using a warm hospitality greeting, and directs call to appropriate person or department
Unlocks and secures office and elevator doors
Scans timesheets submitted for payroll
Orders checks and deposit slips
Monitors office supply inventory and notifies manager of such said items
Monitors cleanliness of supply and copy rooms. Organizes area as needed
Monitors kitchen supplies and notifies manager of items that need ordering
Processes incoming & outgoing mail & packages, alerting the appropriate persons of package arrival and shipment, as needed. Maintains shipment log
Filing
Fulfillment of vendor checks, office mail & special seasonal gift shipments. Determines the most cost effective method of shipment which meets the expected delivery date
Answers payment processing inquiries. Research check processing dates, vendor information, etc.
Monitors postage machine balance and replenishes postage when needed
Monitors performance of office cleaning crew, notifying them of any issues. Makes recommendations to management to resolve cleanliness issues
Assists in the coordination of office events and meetings
Handles reservations for meeting rooms, and prepares room for meeting. Clears room after meeting ends
Coordinates repairs & maintenance of the office
Additional duties may be added at any time at the discretion of management
Consistently models the behavior of a Baywood Ambassador who:
Maintains a professional image, including physical appearance, verbiage, and body language, at all times to include clean attire and name tag
Warmly greets both visitors and coworkers (using the 10/5, first & last rule) every time they come in contact
Actively listens to visitors, responding appropriately to their questions and/or concerns. Seeks guidance and/or assistance from others to ensure satisfaction
Fosters teamwork by offering assistance to others, as needed
Continuously monitors the surroundings at work, in order to identify any cleanliness, safety, security, or building upkeep issues. Reports discrepancies to the proper department
Contributes to a safe work environment by following proper safety guidelines in matters of attire and following safety procedures
Recommends other Baywood properties to our guests, when asked
Consistently demonstrates our It’s My Pleasure service philosophy by identifying and seizing each golden opportunity to exceed guest expectations
Skills/Qualifications
Physical Demands:
Walking and Standing: 30%
Sitting: 70%
Bending, Stooping, Reaching: Frequently
Lifting, Push/Pull: Frequently
Traveling: Rarely
Environmental Conditions:
Outside: Daily transitioning from inside to outside of building to collect & deliver mail
Education:
High School diploma preferred
Certifications / Licenses / Computer Skills:
Proficient in Microsoft Office software and
Proficient in Google Apps for Work a plus
Experience:
Minimum of 1 year Receptionist experience
Additional Skills:
Ability to multitask
Ability to communicate effectively, both written and oral
Ability to work the shifts required for the position
Ability to learn and adhere to Baywood Hotels’ standards
Ability to take information from various sources and determine a responsible course of action
Ability to understand interdepartmental relationships
Ability to operate office equipment including (multi-functional copier/printer, stamp machine, computer)
Ability to remain calm in stressful situations