Application for LeGrande Affaire Front Office Receptionist

DUTIES:

 

Front Office Appearance and Organization: Employee will be in charge of maintaining the reception area.  They will keep all giveaways, business cards, pens, applications, etc. stocked and make sure that any magazines are stacked in a neat manner.  They will keep the literature stocked with brochures.  They will be responsible for keeping the coffee cart and front office counters clean along with the service representative’s area and chauffeurs room.

 

Greeting Clients:  Employee will greet all clients in a professional manner.  Offer clients coffee or soft drinks.  If they are perspective employees, employee will have them fill out an application and direct it to the correct person.

 

Maintaining Weekly Contract Files:  Employee will be in charge of the weekly contracts.  After employee has completed the confirmations, they need to file these contracts in the weekly files.  Employee is to make sure that these files are in the correct order.

 

Processing Confirmations:  Employee will process the confirmations first thing in the morning and again at the end of the day before the employee goes home.

 

Processing Thank You’s and VIP’s:  Employee will be given completed contracts that need either a Thank You or VIP or both sent out.  After employee has completed all the Thank You’s and VIP’s, they need to file these contracts.

 

Generation of Chauffeur Certificates and Sales Gift Certificates:  Employee is to type up chauffeur certificates and gift certificates for the operations department upon request.

 

Preparation of the Roses:  Employee is to separate the bunches of roses and remove any thorns.  Then the roses need to be wrapped in threes in cellophane.  This takes place every Tuesday & Friday.

 

Limo Tracking Maintenance:  Employee is to keep a spreadsheet and file of all maintenance completed on the limousines & keep an updated copy in the shop foreman’s file.

 

Filing and Maintaining Completed Contract Files:  Employee will be responsible for keeping track of contracts per week. Employee will move the files up each week, and give current contracts to the Operations Department.  The dates on each file will also be changed and kept current on a weekly basis.

 

Gathering and Copying of Contracts and Charge Slips for Credit Disputes, Chauffeur Disputes, Write-ups and Payment Confirmation:  Employee will be required to pull contracts and charge slips and copy them for the requester.

 

Help Operations and Sales with Misc. Administrative Tasks:  From time to time the employee will be asked by operations, sales and other personnel to complete assorted administrative tasks.

 

Assist HR Manager/Office Administrator: Employee will be required to assist the Office Administrator and Human Resource Manager with any duties requested.

 

Sort and Distribute Incoming Mail:  Employee will sort and distribute all incoming mail. Receptionist will also be responsible for all outgoing mail in the Sales Department.

 

SCHEDULE:

LeGrande Affaire is open from 7:30am to 11:00pm Monday through Friday, 8:00am to 11:00pm on Saturdays, and 9:00am to 9:00pm on Sundays.  The employee’s schedule will be from 8:00am to 5:00pm Monday through Friday with a 1 Hour unpaid lunch scheduled from 12:00pm to 1:00pm and two paid 10 minute breaks, one in the morning and one in the afternoon.  Some overtime may be required.

 

Company meetings are held at 7:00pm on the first Wednesday of every month and attendance is highly recommended.  There is a considerable amount of valuable information that is exchanged during these meetings which is beneficial.  These meetings keep you abreast of upcoming and ongoing events and the direction of the company.  Group participation is very important for the continued growth of LeGrande Affaire Limousine Service. Inc. and for all the employees.  Everyone who participates in the meetings has the opportunity to receive and contribute information, which helps to make us a stronger team.  Additionally, it is an opportunity to get to know employees from other departments that you have limited or occasional contact with during a normal workday.

 

COMPENSATION:

Employee will be paid a wage of $____ per hour for the first 8 hours worked in a day.  Time and a half will be paid for hours worked over 8 hours in a day and 40 hours in a week. All overtime must be approved in advance by the General Manager.

 

EMPLOYMENT CONDITIONS:

All new employees are put on a 90-day probationary period.  After the 91st day of employment, the employee is eligible for a performance evaluation.  Continued evaluations will occur every year on the anniversary of the hire date, unless otherwise deemed necessary.

 

DRESS CODE:

All employees are required to maintain a professional appearance at all times while on LeGrande Affaire property.  Clothing which is found to be distractive, or less than desirable, such as t-shirts, pants with holes, clothing that has racial or offensive slogans, clothing which is revealing or any other objectionable form of clothing that does not present a professional appearance is not acceptable.  If an employee arrives to work wearing clothing that is not acceptable, they will be required to change into acceptable clothing before their workday begins.  Casual clothing that is professional and clean in appearance is required.  Suit and tie for men or business dress for women is preferred and highly recommended.

 

BENEFITS:

Medical, Dental & Vision:  Medical, Dental & Vision benefits are offered to the employee starting the first day of the month following the completion of their 90 days.  The employee may opt to join LeGrande Affaire’s current medical plan.  This is paid 100% by LeGrande Affaire for the employee only.  You may add family members at an additional cost, which you authorize LeGrande Affaire Limousine Service, Inc. to deduct from your paycheck.  In order to add a spouse or children to the medical insurance, you, the employee, must be enrolled.

 

Supplemental Accident Insurance:  The employee may opt to enroll in LeGrande Affaire’s supplemental accident insurance after completion of their 90 days.  LeGrande Affaire does not pay for this benefit.

 

Vacation:  1 week paid vacation after completion of one year of employment.  2 weeks paid vacation annually after completion of the employee’s second year of employment.  A request for vacation must be submitted on a time off request form at least two weeks in advance.  It is recommended that a vacation time off request be submitted as far in advance as possible.

 

This job description supersedes any and all previously written and distributed, prior to the date of this instrument.

 

I, the undersigned, have read, fully understand, and agree to the terms and conditions of this contract.  I further understand that employment with LeGrande Affaire Limousine Service, Inc. is “At Will” employment and that employment may be terminated at any time by either party.  I further understand that professional courtesy dictates that a two (2) week notice of termination is in order.