Job Description

HIGHLIGHTS...

• Monday through Friday
• 8:00 AM - 4:00 PM
• Holidays Offf

POSITION SUMMARY:

The Front Office Assistant is responsible for providing personalized customer service to owners, guests, commercial clients, and service personnel in a professional and timely manner. The Front Office Assistant must be able to perform a wide range of specialized duties. Primary responsibilities to include, but are not limited to, welcoming and acknowledging all guests, owners, etc. upon entry into the Welcome Center. The Front Office Assistant will serve as the primary point for all walk-in guests during business hours to answer any inquiring questions pertaining to Shipyard. The employee will also be responsible for ordering general office supplies and picking up and delivery of mail, documents, packages, and other business concerns by foot and/or automobile. The Front Office Assistant also has exceptional organizational skills, as well as written and oral communication skills.

This employee will also work in conjunction with the Front Office Lead, Membership Services Specialist and Administrative Operations Lead in support of the General Manager’s goal to provide comprehensive and professional service to the Shipyard membership. This position has direct contact with the entire Shipyard membership and is expected to be respectful and resourceful in those interactions. This position also requires a positive and professional working relationship with the management team, board members, contractors, and guests. The Front Office Assistant must exhibit a high level of organizational competency, and have prior experience with mass communication, multitasking-tasking, and being proficient with computers. The Front Office Assistant also has exceptional organizational skills, as well as written and oral communication skills.

ESSENTIAL FUNCTIONS:

· Responsibility for assisting the Front Office Lead with greeting owners, guests, or contractors and directing them to the appropriate person/office when necessary.

· Strong administrative skills including typing ability, computer literate, proficient in Microsoft Word, Excel, Publisher, Outlook, etc.

· Answers and directs emails/telephone calls to the appropriate person and provides accurate answers to relevant questions.

· Maintains a filing system for data entry forms and communication distribution lists for all electronic mail correspondence.

· Ability to sort and deliver mail to the post office when needed including picking up business supplies from local stores as directed by Management.

· Good organizational skills with the ability to maintain accurate files on a variety of projects. Including copying, scanning, and filing documents.

· Provides relevant literature, forms, etc. to owners/guests.

· Schedules meetings under the direction of the GM, and orders necessary meeting supplies and refreshments.

· Ability to understand written and verbal instructions and carry them out without direct supervision.

· Proven job reliability, diligence, dedication, and attention to detail.

· Maintains flexibility to take on new and different tasks as directed by Management.

· Performs all other duties as assigned.

COMPETENCIES:

· MUST BE CAPABLE OF MAINTAINING HIGH CONFIDENTIALITY STANDARDS AT ALL TIMES.

· Excellent customer service skills, including the ability to use sound judgment and discretion while resolving conflict.

· Good communication skills, including the ability to give clear and concise information.

· Must be detailed oriented, punctual, reliable, and dependable

· Strong time management skills and organizational skills

· Excellent interpersonal skills to ensure effective communication with others.

· Ability to work well in emotionally charged situations/during the conflict, as diffuse when possible.

· Thorough knowledge of the ARB Guide to Life in Shipyard, the Shipyard Access Policy, POA Covenants, and By-Laws.

· Must be able to work independently.

· Ability to multitask and prioritize assigned tasks

· Must be proficient in the use of current computer systems, i.e. Microsoft Office.

· Must be able to keep POA forms, documents, or other materials completely confidential at all times.

· Professional appearance is mandatory.

· Has a reliable vehicle with a valid driver’s license

EDUCATION & EXPERIENCE:

· The Front Office Assistant must have a bachelor’s degree in business, hospitality, or a related field. Intermediate knowledge of fundamental office procedures, equipment, and basic protocols is required. Two years of experience is preferred, but not required.

· Must complete a 90-day probationary period as outlined in the SPOA Employee Manual and exhibit the ability to meet any goals/objectives set by management.

PHYSICAL, MENTAL, AND SPECIAL REQUIREMENTS

The demands described below are representative of those in this position necessary to perform essential functions in an administrative support role. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job:

· The employee will be required to sit, walk, and stand for extended periods of time. It will also be necessary to communicate by phone or in person verbally.

· The employee must be able to communicate with persons from a broad range of diverse backgrounds.

The employee may also be required to work before, during, and immediately after a storm or other weather event.

SPECIAL NOTICES:

· THIS IS NOT A CONTRACT.

· Other job duties may be assigned as needed.

· This overall description may be modified based on the needs of the POA.

· Shipyard POA’s posts are all smoke-free environments.

· South Carolina is an AT-WILL state.

THIS IS NOT NECESSARILY AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, SKILLS, DUTIES, REQUIREMENTS, EFFORTS, OR WORKING CONDITIONS ASSOCIATED WITH THE JOB. WHILE THIS IS INTENDED TO ACCURATELY REFLECT THE CURRENT JOB, MANAGEMENT RESERVES THE RIGHT TO REVISE THE JOB WHEN CIRCUMSTANCES CHANGE, E.G., EMERGENCIES, RUSH JOBS, CHANGES IN PERSONNEL, WORKLOAD, TECHNOLOGICAL DEVELOPMENTS, ETC.