What are the responsibilities and job description for the Temporary Operations Assistant position at Clarity Recruiting?
A very well-known non-profit client of ours is looking for a Temporary 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
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