In the spirit of “Making Dreams Come True,” a Receptionist for The Villages Marketing Department embodies our core value of hospitality; positively meeting and greeting guests while providing helpful assistance. They warmly welcome visitors and share pertinent information and/or assist newcomers to their destination in a friendly and efficient way. While the main focus of this role is answering phones and greeting customers, this role also participates in daily office functions by performing organizational and administrative tasks for the Marketing Team at large. These functions may include processing documents, creating spreadsheets & tracking mechanisms, scheduling calendars, preparing for meetings, accepting shipments, processing invoices, ordering supplies, sorting mail and other related tasks that contribute to the Marketing Team’s proficiency, production and morale. In this position, the ability to work well with all levels of internal management and staff, outside clients, and vendors is vital to produce the ultimate internal and external customer experience. This position is an integral part of the Marketing Team.

Responsibilities:

• Answer phone calls; warmly taking messages and/or direct inquiries to proper entities or destinations as needed
• Greet visitors, guests and vendors upon entering the Marketing Department in an enthusiastic, helpful and friendly manner
• Contribute to creating a great first impression; ensuring the reception area is clean and well maintained in look and feel
• Maintain, manage, and schedule calendar(s) and appointments as called upon
• Assist the Marketing Team organizationally to help meet on-going responsibilities; providing helpful assistance with projects, duties and tasks when asked
• Prepare necessary materials for scheduled events, appointments, meetings and routine duties
• Maintain reporting and tracking mechanism to include the upkeep of applicable databases; ensuring accuracy and validity of information
• Coordinate and organize activities, functions and meetings to include room scheduling, room set up, media and equipment, and special arrangements as needed such as refreshments and food orders
• Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs and/or notifying proper entities
• Upkeep supply inventory by checking stock, anticipating needs, placing and expediting orders for supplies and verifying receipt of materials
• Accept shipments and process invoices regularly Process mail; ensuring it gets to the proper destination in a timely fashion and opening correspondence and determining proper action to be taken when necessary
• Prepare outgoing mail and correspondence, including email, faxes and packages (Fed-Ex) Participate in daily routines (such as distributing the Daily Sun newspaper to designated locations, etc)
• Assist with pulling customer lists, printing labels, and reviewing orders from the Marketing Store as requested
• File documents; developing and modifying filing practices which includes electronic storage in addition to paper records Prepare documents and materials in Microsoft Office Suite programs by using predefined templates or by creating them from scratch (excel, publisher, powerpoint, word, etc)
• Provide helpful information by answering questions & requests: sharing appropriate guidelines & procedures and/or directs others to proper entities for assistance with issues while maintaining confidentiality where prudent
• Resolve administrative concerns by consistently assessing needs in advance and identifying solutions in a proactive manner
• Use office computer and a host of other software applications, including the Microsoft Office Suite, I-series and subsequent administrative management tools and equipment (copier, fax, etc.)
• Attend special meetings, educational sessions and assist leadership in ongoing training of new team members when called upon
• Assist marketing team in their overall initiatives as requested
• Other duties as assigned - specific to particular role focus or department needs

Educational/Experience Requirements:

• Minimum Requirements: Associate's degree (A. A.) or equivalent from a two-year college or technical school preferred; or two years related experience and/or training; or equivalent combination of education and experience.
• Must be proficient in the Microsoft family of programs (excel, outlook, word, etc.).
• This position requires a strong drive to create the ultimate customer service experience, enthusiasm for The Villages and all it has to offer with a demonstrable desire to serve.
• Must exhibit strong interpersonal & communication skills, multitasking abilities, flexibility, and sensitivity to confidential matters with a positive and upbeat demeanor.