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Answers incoming calls, both internally and externally, in a warm,
pleasant and professional manner
 Ensures that all messages are relayed promptly to the intended
person
 Maintains current visitor log
 Greets all visitors, residents, family members and associates in a
warm and inviting manner on the phone and by standing and
walking around the desk for anyone entering the community
 Ensures that the reception areas are clean, hospitable, and inviting.
 Ensures the compliance of all concierge team standards and first
impression captain standards for the community entrance from the
driveway entrance (s) through the lobby
 Responsible for creation and maintenance of resident face sheets
utilizing the Yardi system
o Inputs resident information for faces and uploads resident
photograph
o Updates information as it changes and ensures updated face
sheet is distributed to all appropriate locations
 Current resident face sheets should be kept in the
following locations: Van Book, Resident Medical
Record, Business Office File and the Emergency
Book
2
 Inputs data related to resident assessments into the Yardi system as
directed by the Executive Director and Director of Resident Care
 Inputs all work orders received into the Direct Supply TELS
system
 Ensures all issues or concerns related to an inviting environment
and hospitable atmosphere are shared with the First Impressions
Captain, Director of Maintenance and Executive Director. This
includes, but is not limited to:
o Driveway entrance (s)
o Roadway to community entrance
o Front Porch/Entry
o Lobby
o Hospitality Room
o Reception Area
 Ensures proper “Show Ready” appearance of all areas listed above.
 Possess and maintain knowledge of the community, its benefits,
service provided, the residents and associates
 Be able to assist the Dir. of Community Relations and/or Dir. of
Sales with inquiries when necessary
 Assists Business Office Manager with administrative support as
needed including, but not limited to:
o Executive Director Credit Card Summary
o Petty Cash Maintenance and Reconciliation
o Deposits into Yardi
o Checkbook Maintenance
o Purchase journal at end of month
o Key in Accounts Payable
 Offers refreshments to visitors and make them feel welcome and
comfortable
 When interacting with residents and/or family members, is mindful
of the Residents’ Rights to Privacy
 Coordinates appointments for residents requesting transportation,
hairdressing, or other services – keeping accurate records
pertaining to resident charges for such services
 Collects the residents’ mail and prepares it for distribution.
 Performs community mail duties such as receiving and sending
packages
 Assists with preparing community brochure packets when
necessary and keeps an ample supply at the reception area
 Keeps interaction with co-workers to a minimum maintaining
professionalism in lobby area
 Assist the community Executive Director and/or other departments
with additional administrative duties as assigned by supervisor