Receptionist

Summary Statement

The Receptionist / Office Assistant serves as the first point of contact for all visitors and callers to Retirement Housing Foundation (RHF). This role is vital in creating a positive and professional first impression while ensuring efficient communication and smooth office operations.

As the Receptionist the individual greets and directs visitors answers and routes incoming calls and provides information to residents staff and the public in a courteous and professional manner. The position requires strong communication and multitasking skills the ability to work well under pressure and a high level of confidentiality.

As the Office Assistant the individual supports various administrative functions assists with mailroom duties in the absence of the mailroom clerk and provides general office assistance to different departments. This role contributes to the overall efficiency of RHF by assisting with clerical projects document processing and general administrative support.

Essential Job Responsibilities

Receptionist Responsibilities

• Serve as the first point of contact for visitors residents vendors and callers ensuring all interactions are handled in a friendly and professional manner.
• Answer and route incoming telephone calls to the appropriate departments or individuals; provide general information as needed.
• Maintain and update the visitor log ensuring accurate recordkeeping for security and compliance.
• Manage the general voicemail inbox returning calls promptly or forwarding messages to the appropriate party.
• Prepare and mail resident application packets upon request from callers or emails forwarded by the Communications and Occupancy Department. Record each request in the Application Request Spreadsheet.
• Receive and sort all incoming mail daily; distribute mail folders to staff and sign for deliveries (FedEx USPS UPS etc.). Notify recipients promptly of package arrivals.
• Assist with conference room scheduling ensuring calendars are accurate and meeting spaces are prepared as needed.
• Maintain a clean organized and welcoming front desk and reception area at all times.
• Support general administrative tasks such as filing photocopying scanning and document organization.

Office Assistant Responsibilities

• Serve as the primary backup for the mailroom clerk processing outgoing mail and distributing office supplies when needed.
• Assist other departments with special projects and clerical tasks including:
• Data entry and document preparation
• Filing typing and sorting paperwork
• Stuffing and labeling envelopes for mailings
• Shredding and organizing files
• Proactively offer assistance to departments during slower periods at the front desk.
• Maintain confidentiality and discretion when handling sensitive information.
• Follow all established office procedures and policies ensuring efficiency and consistency in administrative operations.

Qualifications

Education and Experience:

• High school diploma or equivalent required; some college coursework preferred.
• Minimum of 35 years of relevant work experience in an administrative receptionist or customer service role.

Skills and Abilities:

• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to manage multiple priorities.
• Professional courteous and customer-focused demeanor.
• Proficient in Microsoft Office Suite (Word Excel Outlook) and comfortable learning new software systems.
• Experience operating a multi-line phone system and general office equipment (fax copier printer scanner).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Willingness to assist other departments and contribute to a team-oriented environment.
• Ability to remain calm and composed under pressure.

Additional Information

• This position may require occasional lifting or moving of office supplies (up to 25 lbs).
• The description above reflects general responsibilities and qualifications for the role. RHF management reserves the right to modify add or remove duties and to assign other responsibilities as needed.

Compensation:

Actual base salary considers several factors including but not limited to geography job-related knowledge experience and budget. The start of the salary range is typically associated with the minimum experience required.

The role is considered Full Time non-exempt so will be eligible for overtime pay in accordance with federal and state law. The anticipated base pay range for the position is $19.00- $24.00 per hour.

Benefits:

• Competitive pay
• Health dental and vision insurance
• Paid time off and holidays
• Retirement savings plan
• Employee assistance and more
• Term life and Voluntary supplemental life insurance

Why RHF

At RHF we are dedicated to making a meaningful difference in the lives of our residents. We strive to create vibrant communities where individuals can thrive regardless of age or background. With over 60 years of experience in providing affordable housing and supportive services RHF is a mission-driven organization that focuses on the well-being independence and dignity of every resident we serve. We offer a collaborative and supportive work environment opportunities for professional growth and a commitment to making a lasting impact in the communities we serve. Join us in our mission to create positive change and improve livesbecause at RHF we believe in making every day better for those who need it most.