Operations Assistant

A very well-known non-profit client of ours is looking for an Operations Assistant:RoleResponsibilities: Security & SafetyMaintain a supportive and caring environment at all times and protect the integrity of the organization and its MissionWork with House security and volunteer greeters to secure the entrance and monitor the cominggoings of all guests and greet all who enter the House.Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor & families badges)Walk around the public areas to ensure all doors are closed and all spaces are empty and secure.Be aware of any Fire Life & Safety compromising conditions around the house. Respond to House emergencies as neededReceptionMaintains a pleasant demeanor at all timesEnsure the reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms, and brochures)Perform receptionist duties: answer the phone, take messages and transfer calls, receive, document, and disperse all mail, packages, and donations (in-kind and cash) as directedMaintain all logs, sign-up sheets, and current information for families and staffDirect families to all logs, sign-up sheets, and current information about activities and programsMaintain professional relationships, and serve as a resource with House Guests, volunteers, vendors, donors, neighbors, and community groupsCommunicate all concerns to the Manager on dutySign, code, and submit receipts for House purchasesEnsure that all supplies needed to support the reception desk are in place dailyGreet new and returning families, escort them to their rooms, and give comprehensive tours of the house while informing them on house activities, programs, and rulesPerform check-in and check-out of guestsComplete the daily shift wrap-up reportLog all sign-up sheets into digital formats (Cleaning sheets, Transportation Sheets, etc.)Coordinate transportation requestsGuest ServicesReview reservations for the next day to confirm room types, and additional guest requestsUpdate the Family Support Team regarding reservations, guest concerns, or issuesUse all operation hospitality software for data input of guest information, facilities management, and all visitors identification programsMaintain confidentiality of personalmedical information of all guestsPrepare Guest rooms for occupancy; stripping bedsremoving, and stocking with clean linens, conducting room inspectionsFirst line of contact for needs of families in residence. Respond to requests in a timely and efficient mannerStock and store linens, towels, and other supplies; complete loads of laundry as neededDocument all incidents and report any problems according to the policy and procedures manualLoad and unload materials being delivered and transported throughout the House (may require heavy lifting). Ensure all items are promptly placed into proper storage areas, and notify appropriate staffMaintain all supply closets and keep inventory control recordsSupport other housekeeping and maintenance staff with various tasks when requestedEscort guests to the medical waste area for proper disposal of soiled materialsPerforms other job-related duties as assignedInterdepartmentalSupport all other departments with various activities and events. Set up and breakdown equipment and material for in-house events and functions (tables, chairs, AV equipment, etc.) monitor the condition of the equipmentSupervise volunteers as needed for various House operations projects and programsPerform minor errands or requests for families and managementQualifications & CompetenciesGED or High School DiplomaMinimum of one (1) year experience in a guest-facing role; previous housekeeping, hospital, special event, or hospitality experience a plusAbility to operate under pressure and to multi-task; ability to be flexible in a dynamic environmentStrong written and verbal communication skills; positive and respectful interpersonal skillsAbility to remain professional yet compassionate when interacting with families in crisisTeam-oriented personality while also demonstrating initiative and independenceBi-lingual is a plusKnowledge of Microsoft Office software desired; experience with Opera (or similar Hotel booking platform) a plusExperience working with children, people with disabilities or illnesses a plusExcellent organizational skillsDaysHours:Thursday to Monday: 3 PM - 11 PMSaturday to Wednesday: 3 PM - 11 PMRate: $20hr

Created: 2024-11-09