A very well-known non-profit client of ours is looking for an Operations Assistant:
Role/Responsibilities:
Security & Safety
- Maintain a supportive and caring environment at all times and protect the integrity of the organization and its Mission
- Work with House security and volunteer greeters to secure the entrance and monitor the coming/goings 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 needed
Reception
- Maintains a pleasant demeanor at all times
- Ensure 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 directed
- Maintain all logs, sign-up sheets, and current information for families and staff
- Direct families to all logs, sign-up sheets, and current information about activities and programs
- Maintain professional relationships, and serve as a resource with House Guests, volunteers, vendors, donors, neighbors, and community groups
- Communicate all concerns to the Manager on duty
- Sign, code, and submit receipts for House purchases
- Ensure that all supplies needed to support the reception desk are in place daily
- Greet new and returning families, escort them to their rooms, and give comprehensive tours of the house while informing them on house activities, programs, and rules
- Perform check-in and check-out of guests
- Complete the daily shift wrap-up report
- Log all sign-up sheets into digital formats (Cleaning sheets, Transportation Sheets, etc.)
- Coordinate transportation requests
Guest Services
- Review reservations for the next day to confirm room types, and additional guest requests
- Update the Family Support Team regarding reservations, guest concerns, or issues
- Use all operation hospitality software for data input of guest information, facilities management, and all visitors identification programs
- Maintain confidentiality of personal/medical information of all guests
- Prepare Guest rooms for occupancy; stripping beds/removing, and stocking with clean linens, conducting room inspections
- First line of contact for needs of families in residence. Respond to requests in a timely and efficient manner
- Stock and store linens, towels, and other supplies; complete loads of laundry as needed
- Document all incidents and report any problems according to the policy and procedures manual
- Load 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 staff
- Maintain all supply closets and keep inventory control records
- Support other housekeeping and maintenance staff with various tasks when requested
- Escort guests to the medical waste area for proper disposal of soiled materials
- Performs other job-related duties as assigned
Interdepartmental
- Support 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 equipment
- Supervise volunteers as needed for various House operations projects and programs
- Perform minor errands or requests for families and management
Qualifications & Competencies
- GED or High School Diploma
- Minimum of one (1) year experience in a guest-facing role; previous housekeeping, hospital, special event, or hospitality experience a plus
- Ability to operate under pressure and to multi-task; ability to be flexible in a dynamic environment
- Strong written and verbal communication skills; positive and respectful interpersonal skills
- Ability to remain professional yet compassionate when interacting with families in crisis
- Team-oriented personality while also demonstrating initiative and independence
- Bi-lingual is a plus
- Knowledge of Microsoft Office software desired; experience with Opera (or similar Hotel booking platform) a plus
- Experience working with children, people with disabilities or illnesses a plus
- Excellent organizational skills
Days/Hours:
Thursday to Monday: 3 PM – 11 PM
Saturday to Wednesday: 3 PM – 11 PM
Rate: $20/hr
