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Receptionist/Visitor Center Coordinator

Castle Rock Chamber of Commerce
Job Description
Act as our "First Impression" for visitors and members alike.  We are looking for a self-motivated, team-oriented person to staff our front reception area/Visitors Center.  This is a part-time position of approximately 30 hours per week.  Position description and desired skills are listed below:
Desirable Skills:         
§  Excellent customer service, self-management and organizational skills.
§  Excellent verbal and interpersonal skills (active listener, self-motivated).
§  Ability to deal effectively with the public
§  Ability to handle multiple tasks simultaneously
§  Familiarity with email and the Internet
§  Computer proficiency (skilled in the use of Windows 10, and Microsoft Office 2016 with the ability to professionally format documents, import/export database records, perform mail merge functions, etc.) Become proficient with the Chamber’s member management database software.
 
Reports to:  Office Administrator
 

The Receptionist/Visitor Center Coordinator will provide reception support for members and visitor services.
 
 

Key Result Area #1:    Customer Service
Supporting Goal:        High expectation of greeting visitors in a positive, friendly manner
  • Primary on incoming phone calls and walk-ins, and correctly answering questions and/or routing calls/visitors to appropriate staff member.  Schedule meetings for staff member if not available.
  • Daily monitoring of e-mail.
  • Respond to requests received by phone, mail, e-mail, etc.
 
Key Result Area #2:    Staff training of Visitor Center volunteers
Supporting Goal:        Maintaining high customer service values
  • Training volunteers of the Castle Rock area features and activities for tourists and residents
  • Educating volunteers in proper procedures and high customer service interaction with visitors
  • Scheduling and reminding volunteer support of their weekend schedules (Memorial Day through Labor Day)
  • Coordinating and recruiting volunteers for Visitor Center staffing.
  • Opening & closing of Visitor Center daily with appropriate outdoor signage.
  • Opening & closing of facility on Saturday (Memorial Day through Labor Day).  Requires working the Saturday shift (9 am – 1 pm) if volunteers are not available or cancel.  Also requires placing of signage for Saturday hours.
 
Key Result Area #3:    Facility Maintenance
Supporting Goal:        Ensure the Chamber facility is presented in an overall professional manner.
  • Coordinate informational handout/mailing materials for relocation, tourism, Chamber membership and demographics.  (Relocation requests to be processed within two working days.)
  • Actively recruit for community service assistance by calling RMOMS and Douglas County weekly.
  • Maintain the professional appearance of the visitor center, reception, boardroom, conference room, kitchen and bathroom areas.  This includes cleaning and trash maintenance in facility if community service is not available. 
  • Prepare board room as required for upcoming meetings or trainings (set tables and chairs in appropriate formation and set up projector if needed).  Clean board room and/or kitchen following meetings if necessary.
  • Assist the Office Administrator in the maintenance of inventory of the office and hospitality supplies.
 
Key Result Area #3:    Data Base Maintenance
Supporting Goal:        Ensure that membership contact information is accurately kept in data base.
  • Maintain accurate records of all incoming calls and walk-in visitors by utilizing a system of data collection. 
  • Tally of business referrals and community information logs must be completed weekly. 
  • Inform members of referrals and preparation of visitor’s center service reports must be produced timely.
  • Research and gather local events to add to our Castle Rock Community events calendar located at VisitCastleRock.org/events.  Submit and update daily.
Key Result Area #4:    Community Program Assistance
Supporting Goal:        Assist in the monitoring & support of programs
  • Shop the Rock, coordinate the new residents’ packet creation and monthly distribution.
  • Shop the Rock, gather Chamber materials, business promotion and other items for mailings.
  • Obtain monthly new resident’s list from Town of Castle Rock Utilities department, clean up the information from the database and distribute the information to the appropriate subscribers on a monthly basis and utilize the addresses for Shop the Rock program.
  • Maintain participating member’s literature count and notify participating members when items reach a quantity of 250 or fewer.
  • Obtain new business list from Town for the purpose of sending a welcome letter on a monthly basis that will be followed up by a phone call from Chamber staff.
 
Key Result Area #5:    Office Assistance
Supporting Goal:        Assist staff as necessary to ensure the efficient and effective operation of the Chamber office and events
  • Participate as an active member of the Chamber staff, which is a positive and dynamic team dedicated to exceeding customer expectations.
  • All major Chamber events will be required as staff participant.
  • All other activities and/or projects assigned by the Office Administrator and/or President. 

 

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