Front Desk Associate - PT

At Terwilliger Plaza, located in beautiful downtown Portland, we believe that encouraging a deeper sense of dedication and belonging is key to how we attract and retain our best people. By embracing our diverse experiences and views, we are better positioned to deliver results, create innovations that matter, and thrive in today’s changing world. Join us as we Live Forward and cultivate a phenomenal place where our team works and thrives.

Why Work Here?

• 50% off Employee Discount in Dining and Deli
• 24/7 access to an onsite gym
• Onsite Salon
• Scholarship Opportunities
• Company Paid Monthly TriMet Pass
• Competitive Pay
• 401k Matching
• TapCheck - Same day pay

This position is responsible for general reception duties at the front desk as well as additional tasks and projects as assigned by the Front Desk Supervisor and Community Life Manager. Regular duties include scheduling meeting room reservations and transportation services; greet and direct visitors; monitors internal security; operates console to take and relay incoming calls. Monitors emergencies and reports emergency situations to fire dept., non-emergency line, Plaza Health Clinic, Safety and Compliance, Psycho-Social Support Team, janitorial and maintenance departments, and emergency responders. Upholding expectational customer service at the hub of our community and being a role model that embodies Terwilliger Plaza values of respect, quality, compassion, collaboration and diversity.

Schedule: 

Sunday-Monday 8:00am-4:30pm

Essential Job Functions- Work duties may include, but are not limited to:

• Answer multi-line switchboard console (internal and external calls) and transfer to various extensions throughout the building.  Accept messages and relay them to the appropriate Member, guest or HR(Staff).
• Answer questions from callers, Members, and visitors. Assist in directing visitors to various locations.
• Report emergency situations to appropriate personnel, authority or services.
• Monitor security cameras and intercom; open doors after hours via push button; open loading dock door when needed for deliveries.
• Operate and utilize two-way radio to contact staff as needed.
• Schedule meeting room reservations on Outlook Calendars as needed.
• Create Canvases on Screencloud for internal TV Channel 1981.
• Assist in Monthly Calendar editing and adding events on Icon.
• Process guest room reservations and inform housekeeping of guest arrivals/departures via radio and email.
• Sort excess Member mail, accept packages and other deliveries, distribute in-house mail.
• Complete clerical tasks by typing on Microsoft Word, Excel, Publisher, etc.  for Members and other departments and /or staff.
• Assist Community Life Manager as requested with project work.
• Assists in coordinating transportation services as needed.
• Keep front desk area and internal mail-room clean and well organized.
• Responsible for supporting the Front Desk team by assisting with training new front desk staff in conjunction with other front desk associates as assigned by Front Desk Supervisor and Community Life Manager.
• Oversees all front desk documents, updates and archives them monthly. Monitors supplies weekly and reports supply order to Supervisor/Manager.
• Assists in the completion of Community Life billing, in an accurate and timely manner. This includes- medical transportation, bus trips and guest rooms.
• Update the opening and closing checklist monthly and monitor for completion.
• While inclement weather events are rare, they transform the front desk into the heart of the community, elevating its role to a focal point in campus operations and safety. We consider this a crucial function of the position, one that employees must be fully capable of fulfilling.

Qualifications: 

• 2-4 year reception/switchboard experience required
• Proficient in Microsoft applications including Outlook, Word, and Publisher.
• Highly computer literate, ability to learn new computer software platforms.
• High attention to detail.

Knowledge and Skill Requirements:

• Customer services skills.
• Communication skills.
• Problem solving skills.
• Ability to follow instructions and take directives.
• Proficient in Microsoft applications including Outlook, Word, and Publisher.
• Highly computer literate, ability to learn new computer software platforms.
• Professional appearance.
• Project prioritization and time management.
• Ability to handle a high level of activity.
• Ability to operate a multi-line telephone console.
• Ability to maintain confidentiality.
• Ability to maintain composure during an emergency.
• Flexibility and adaptability. Ability to change tasks quickly, as needed.
• Excellent listening skills.
• Training

 List tools, equipment, etc. used for the position:

• Computers and software:  Personal Computers, Microsoft Word, Excel, PowerPoint, Outlook, Publisher, Icon, Screencloud, Luxer One and Notifii.
• Office equipment:  Telephone, computer, copier, fax, printer, postage machine, radio, etc.
• Fire Panel.

Physical Activities of the Position:

• Sitting at a desk, using a computer – 95% of time.
• Using telephone – 80% of time
• Bending, squatting – 10% of time.
• Lifting up to 50 pounds – 30% of time. 

Environmental Factors:

• Inside environment conditions, consistent with office climate. 
• Located in a busy, open area office which results in frequent interpersonal interactions with staff, Members and other representatives.

Terwilliger Plaza evaluates qualified candidates without regard to race, color, religion, sex, national origin, veteran status and other protected characteristics.
The job description is not meant to be an all-inclusive list of duties and responsibilities but provides a general overview of positions job function in the company.