Position Overview:
The Receptionist is responsible for all aspects of reception desk duties for a Preview Centre and to perform any functions necessary for the daily Preview Centre’s operation.
Key Responsibilities:
- Answer multi-line telephone system and take messages or refer calls to the appropriate person(s),
- Greet and check in guests who are attending the presentation. Enter identifying information into the computer/or on daily tour manifest. Fill out the gift receipt to confirm which premium gift the guest is entitled to receive. Ensure the guest is assigned to the appropriate Vacation Consultants for a presentation,
- Prepare refreshment plates for visitors, ensure visitors are relaxed and comfortable,
- Assemble Owner Binders with pre-packaged pictures of our resorts and Owner Referral packets etc.,
- Date, number and insert Gift Receipt into work sheets for that day’s use,
- Prior to the meeting, print out the presentations team performance and pending report from previous week. If requested, set up the Vacation Consultant rotation board,
- Restock shelves in Administration office with documents,
- Print from the computer the daily manifest that lists guests and times they will come for a presentation,
- Inventory office supplies and presentation support supplies and place order for necessary items,
- Have knowledge of office procedures,
- Enter guest information into a computer. Input information for guests after the presentation and contract has been done. At end of day run closing summary reports and fax to regional office,
- Document on a Tour Concern Report when guests do not meet requirements to attend the presentation (no spouse present, etc) and give Director,
- Complete Tour Incident Report when a guest either does not complete tour or leaves the Preview Centre not having enjoyed the experience, provide Director with a copy,
- Assist in completing contract documents when a guest decides to purchase,
- Compile and send reports to corporate, as required.