FRONT DESK RECEPTIONIST

JOB DESCRIPTION

Reports to: Administrative Office Manager 
Salary/Wages: Hourly
Work Schedule: 7 am – 4 pm; alternatively 8 am – 5 pm; Weekends and Holidays 

Front Desk Mission Statement:
To provide optimal service in welcoming all guests, and sharing helpful and pertinent knowledge about Monkey Bay Study Abroad in a very organized and professional manner, serving travelers and study abroad groups with friendliness and dedication.

Front Desk Overview:
The Front Desk personnel manages Front Desk operations and provides customer service to our guests.  Also, assists the General Manager, as well as other Department Managers with specific and general administrative tasks. The Front Desk personnel manages the gift shop and assists the Housekeeping Manager as needed. The Front Desk Receptionist reports to the Administration Office Manager.  

Responsibilities

1. Greeting, orienting and assisting all Guests. 

2. Guest check-in and check-out functions

3. Managing the BTB guest register

4. Assigning rooms and keys to guests.

5. Preparing Guest invoices, charging and providing receipts for services and products

6. Preparing rooms for guests: room refreshing, airing rooms, turning on water heaters, A/C, mats 

7. Communication with necessary internal Departments (Housekeeping, Food & Beverage, Tour Operations, Accounts, Grounds & Facilities) to ensure Guest Services are provided efficiently and with excellence.

8. Responding to guest inquiries via telephone, email and in person.

9. Developing itineraries, invoices and cost quotes for overnight guests.

10. Creating reservations in the online Rooming Calendar and Program Calendar.

11. Managing Gift Shop inventory, including ordering new items with the approval of the Administrative Office Manager.

12. Managing Front Desk Sales and Cash Register. Managing Key Inventory and key sign-out and sign-in log. 

13. Managing office supplies, sign-in and sign-out log, inventory, purchase orders, and storage.

14. Assist with handing over Monkey Bay Staff T-Shirts to staff as directed  by the Admin Office Manager. 

15. Helping to maintain a continuous office presence at the Front Desk; and coordinating with other staff members to cover absences during lunch breaks, et cetera.

16. Assisting with filing and data entry, as needed.

17. Typing, scanning, and printing of various documents for other staff as needed or requested

18. .Managing and maintaining up-to-date company client and vendor list with full contact info and evaluation and performance notes.

19. Communicating with vendors and service providers, as necessary.

20. Assisting with Campus orientation for student groups as well as overnight and walk-in guests.

21. Assisting the Programming Department with keys and room preparation.

22. Providing assistance to local and foreign teachers and group leaders as directed and needed.

23. Delegating important tasks to other members of the team on off days, leaving clear instructions. 

24. Assisting with preparing conference or meeting rooms for management meetings or group professors lectures or trainings.

25. Printing, organizing, and distributing important company forms to staff.

26. Assist the Accounts Department with the Annual Stock Inventory.

27. Other duties as assigned, including, but not limited to:

    • Responding to inquiries regarding bus charters as well as equipment and location rentals.

    • Developing quotes for bus charters as well as equipment and location rentals (for example canoes or conferences at Monkey Bay).

    • Informing the Tour Operations Manager of upcoming bus charters so that drivers and conductors can be assigned.

    • Handling the billing for bus charters with the assistance of the Accounts Manager.

    • Locking up the office according to set security procedures as well as maintaining office resources under lock and key. This includes key storage, cash drawers, locking cabinets containing equipment and electronics. It also includes assisting in monitoring the police sign-out sign-in logbook.