Front Desk

JOB DESCRIPTION STATUS

Part-Time, 25-30 hours/week, 1:00pm-9:00pm shift

REPORTABILITY

Front Office Supervisor

GENERAL SUMMARY

The Front Office Specialist is responsible for upholding the standard of excellence for House Operations, Guest Services and Office Operations. The Front Office Specialist creates a welcoming and safe environment conducive to a positive guest experience. Responsibilities include day to-day office/financial operations, delivery of excellent guest service, responding to/reporting maintenance needs and communicating relevant information to the Front Office Supervisor.

RESPONSIBILITIES

Guest Services Upholds Family House (FH) Guest Services Standards. Greets guests in warm, friendly demeanor at all times. Actively and supportively listens to guest concerns. Advises guests of available resources for medical, emotional, social or spiritual support throughout their stay. Ensures check in area is clean, organized. Extends and books new reservations for current guests in collaboration with Housing Be attentive, courteous and service oriented. Educates guests and assists volunteers in educating guests about policies and procedures; enforces policies in a consistent and professional manner. Attends daily huddle if on morning shift Assists guests with transportation. Maintains business and guest confidentiality and ensures adherence by staff and volunteers. Ensures volunteer groups are welcome at FH. Consults with Front Office Supervisor, Front Office Manager, or on Call Manager when assistance is needed. House Operations Assures seamless flow of House activities Consults with Housekeeping on any issues that arise. Gives attention to and reports any safety concerns in physical facility and surrounding property. Evaluates maintenance issues and reports them through the TELS systems or to the Director of Maintenance immediately, depending on the severity of the situation. Completes mandatory training and shows proficiency to take care and direct during emergency situations for guest/volunteer safety and well-being; executes emergency procedures effectively and compassionately. Utilizes Disaster Matrix to communicate with key staff as needed. Prepares a brief report of shift activities Documents unusual occurrences or guest behavior on an Incident Report after consulting with the Front Office Supervisor/Manager or On-Call Manager. Office Operations Demonstrates thorough knowledge of FH operations. Proficiently manages check-ins, check-outs, payments, and new requests using the room request system, using WebRezPro, and in conjunction with Housing Office. Maintains accurate financial records for House including but not limited to guest registration, payment, third-party billing and Family Assistance. Approves Daily Cash Reports from shift with incoming staff. Accurately records Financial Assistance, third-party billing information and other financial payments. Accepts and carries out, with skill and accuracy, routine daily tasks and other assigned duties

Other Duties:

Complies with all FH policies. Availability to work evenings, weekends and holidays as needed Substitutes for other staff when the situation requires, including at least two holidays per year. Will make reasonable accommodations to ensure coverage during emergency situations. Must be cross trained in Housing. Attends mandatory staff meetings or reviews minutes/seeks out details, when unavailable for meetings. Interacts well with community partners; represents Family House in an informative and appreciative manner to donors and community groups; relays and forwards information about new community contacts. Performs other related duties as may be assigned by authorized personnel or as may arise unexpectedly. Initiates other tasks when regular duties are completed. Assist in training of new hires Other duties as assigned

SPECIAL SKILLS AND ABILITIES REQUIRED

Ability to relate to people in periods of stress in an open and compassionate manner. Capable of defusing situations and perceiving and solving problems before they become crises. Interpersonal skills to effectively communicate with people of varying backgrounds including coworkers, and healthcare professionals. Ability to enforce policies and procedures while understanding some situations require a compassionate and flexible response. Excellent organizational and time management skills with ability to manage multiple tasks simultaneously; attention to detailed record keeping required. Excellent communication skills to effectively work with staff, volunteers, housekeepers, and maintenance to ensure an outstanding guest experience. Attend mandatory maintenance and emergency training

KNOWLEDGE AND PRACTICAL EXPERIENCE REQUIRED

High School diploma or GED required. Bachelor's degree preferred but not required. Minimum of six months of previous work experience in Business, Customer service or Hospitality Service preferred but not required. Basic computer skills including Microsoft Office Suite, Outlook, navigating browsers; ability to learn and efficiently use organization-specific software.

PHYSICAL AND OTHER REQUIREMENTS

Move swiftly through the house and on the property in order to complete rounds, place signs, get supplies, assure guest safety, evaluate/respond to maintenance issues, and to respond quickly to urgent or emergency situations. Ability to complete a house walk-through. Provide Family House with necessary personal information needed in order to access and support other computer software. Position one's self (for example bend, kneel, stoop, reach) in order to take care of emergency operations or handle maintenance situations (e.g. flood, leaking toilet) which require an immediate response Climb stairs in order to access all areas during walk-through and when elevator is not available Lift, carry and/or transport up to 10 pounds and up to 25 pounds infrequently. About Family House Family House reduces emotional and financial stress for people dealing with medical crises in a city where they are strangers. Located within close proximity to area hospitals, Family House offers the comforts of home and convenience to loved ones at affordable rates. Whether here for cancer treatments, trauma care, or transplants-our services give families the peace-of-mind to focus on the care of those closest to them. Our Mission Family House has been open for over 40 years and provides a "home away from home" for patients and their families who must travel to Pittsburgh for medical care.

BENEFITS FOR FULL-TIME EMPLOYEES

Family House offers competitive benefits to includes: Comprehensive medical (UPMC), dental, vision, lifedisability benefits package Health Savings Account 403B with employer match up to 6% Vacation, Personal, and Sick days Wellness Programs