POSITION OVERVIEW

The PM Front Desk Coordinator is an enthusiastic member of the Amazing Place team, approaching work with energy and creativity. The Front Desk Coordinator welcomes all to Amazing Place – participants, families, volunteers, staff and visitors – and plays a pivotal role in setting a warm and hospitable atmosphere for the organization. Ensuring participant safety is a critical component of the position. This is a non-exempt position, paid hourly. In addition to the above-described duties, other administrative work is assigned on an ongoing and as needed basis. Hours are Monday-Friday typically 11:30am to 4:00pm. *Must be able to cover 7:15am – 4:00pm when needed.

RESPONSIBILITIES

• Welcome families and caregivers warmly each day. Ensure, in a caring and helpful manner, that all participants arriving or leaving follow current protocols.
• Demonstrate both flexibility and responsibility in understanding and interpreting various needs of our participants and their families.
• Report any unusual observations regarding Participants and their needs to Participant Program Director, Nurse, or Day Program Director.
• Initiate and assist as needed: sign in for volunteers, visitors, interns, vendors, and/or entertainment groups in accordance with current protocols.
• Keep sign-in logs / systems available and updated for volunteers, visitors, and in-kind contributions that are received.
• Monitor any participant’s unusual entry into the lobby during the day. Gently and kindly redirect Participants to Day Program areas as needed, in coordination with Day Program Staff.
• Be alert to unusual Participant activities in the lobby area, helping to prevent Participant elopement / unscheduled exit from the building.
• Become proficient in the Storii Care database and enter attendance into the database daily. Provide a monthly report to Accounting and any other related reports as needed.
• Become fairly proficient in the Volgistics database to ensure accurate tracking of volunteer hours.
• Answer all incoming calls and direct to the appropriate extension. Provide a pleasant voice and be helpful to all who call with questions. Check voicemail messages daily, distributing all messages on a timely basis.
• Monitor front lobby / coffee station / copy area for cleanliness and neat appearance to ensure a good first impression for visitors.
• Communicate effectively with the other Front Desk Coordinator and volunteers to ensure smooth transition of duties upon arrival / departure.
• Create Participant nametags as needed with information provided by the Day Program Director.
• Distribute incoming mail and packages daily.
• Maintain electronic mail log for incoming checks and submit to Accounting daily.
• Clear copier basket every afternoon; fill paper trays; become proficient in use of copier/scanner and how to clear errors. Report issues to Operations Manager and know how to communicate to vendor if necessary.
• Update the Amazing Place Calendar in Outlook with staff time off, holidays, staff training and board/council meetings. Monitor calendar daily to ensure awareness of staff availability.
• Maintain adequate supply of forms in mail room for use as needed.
• Maintain Front Desk Manual with accurate / current task details for substitute staff or volunteers that fill in for front desk coordinator. Make sure any changes in duties/ responsibilities are recorded timely and manual is reviewed no less than twice per year for accuracy (Q1 and Q3).
• Maintain proficiency with a variety of technologies including MS Office, Word, Excel, and database tools.
• Other duties as assigned.

QUALITATIVE DIMENSIONS OF POSITION

• Approaches work with energy, enthusiasm and creativity.
• Practices non-judgmental, unconditional acceptance of our participants.
• Demonstrates warmth, kindness and sensitivity.
• Maintains a cheerful, friendly and positive attitude.
• Demonstrates patience and center-approved techniques to educate and communicate with Amazing Place participants.
• Speaks clearly and persuasively in positive or negative situations.
• Utilizes listening skills to gain clarification and responds appropriately to questions.
• Upholds organizational values, working with integrity at all times and treating people with respect.
• Demonstrates the ability to adapt to frequent changes, delays, or unexpected events that are endemic to working with the specified population.
• Able to work well under pressure. Adapts accordingly to multiple situations happening simultaneously.
• Observes safety and security procedures; reports potentially unsafe conditions.

REQUIREMENTS

High school diploma and 2-3 years of experience.

Fluent Spanish language competency including speaking, reading, and writing is preferred.

CERTIFICATES, LICENSES AND REGISTRATIONS REQUIRED

Maintains current CPR, AED.

SPECIAL KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

Possesses solid organizational skills as well as intermediate to advanced computer/technology proficiency. Understands the concept of being a team player in a work environment where employees consistently come together for the greater good. Recognizes that the unpredictable nature of working with dementia patients could occasionally involve contributing more than your share of the workload to achieve a departmental or participant outcome. Maintains a cheerful communication style, demonstrating the necessary patience to work well with persons who have mild to moderate dementia.

COMPETENCY

Amazing Place’s mission is to provide fellowship, memory care and wellness for adults with mild and moderate memory loss, and to support their families and the community. Consequently, we feel that in order to fulfill this mission, we must strive to hire employees who possess the following qualities. A successful candidate must be

• Respectful
• A Team Player
• Flexible
• Trustworthy
• Empathetic
• Considerate

Application and Referral Process

Applicant review is currently underway and will continue until the candidate has been selected. To nominate or be considered for this position, please contact Stacie Gaff at stacie@sorrellco.com /832.594.1925 or Priscilla Plumb at priscilla@sorrellco.com

/281.224.0881. All inquiries will be held in confidence.

About Sorrell

Sorrell is a highly relational provider of executive recruiting. Our mission is to serve as partners with our clients to accelerate their efforts to attract, hire and retain talent that impacts the future of the organization. For more information, call 713.840.1870.