Receptionist (On-Call)

Job Summary

The Receptionist serves as the primary point of contact for visitors, residents, patients, and callers. This role is responsible for greeting and checking in guests, directing individuals to the appropriate parties, coordinating visitation and transportation requests, answering and routing phone calls, and providing front-desk and administrative support. The Receptionist ensures a professional, welcoming, and secure environment while facilitating clear communication across the organization.

Key Responsibilities

• Answer and route all incoming internal and external phone calls in a professional and timely manner.

• Greet residents, visitors, and guests, connecting them with appropriate staff members and promptly notifying employees of visitor arrivals.

• Monitor incoming and outgoing foot traffic using security systems and screen visitors entering the facility.

• Support guest check-in using visitor management platforms.

• Coordinate transportation assistance and scheduling for offsite appointments.

• Assist with coordination of security system responses as required.

• Maintain front desk and switchboard filing systems.

• Respond to visitation-related email and phone inquiries as needed.

• Coordinate delivery and distribution of flowers and packages.

• Assist with sorting resident mail and processing outgoing registered and certified mail.

• Maintain and monitor front desk calendars and schedules.

• Coordinate communication between guests and appropriate staff, ensuring follow-up and resolution of concerns.

• Provide information on amenities, services, and programs offered.

• Perform administrative tasks such as copying, printing, and general office support.

• Review and forward general voicemail messages at the beginning and end of each shift.

• Perform additional duties as assigned.

Qualifications

• High school diploma or equivalent; additional college-level coursework in business preferred.

• Minimum of two years of administrative or receptionist experience.

• Experience using multi-line telephone systems and communication devices.

• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.

• Strong interpersonal skills with the ability to build rapport quickly with visitors and colleagues.

• Excellent verbal and written communication skills.

• Ability to read, write, communicate, and comprehend verbal and written instructions in English.

• Flexible availability to meet scheduling requirements.