Operations Associate, Guest Services - OCGSAPT, Orange County

Our mission at the Ronald McDonald House Charities® of Southern California (RMHCSC) is to provide comfort, care, and support to children and families in Southern California. To achieve our vision of creating a community where children and their families embrace life and healing with a sense of hope, enthusiasm, and joy. RMHCSC operates seven Ronald McDonald Houses, and three Ronald McDonald Family Rooms, along with Camp Ronald McDonald for Good Times.

Position Summary:
The Operations Associate, Guest Services oversees the House during scheduled shifts and is responsible for the safety and operation of the facility. The Lead Associate will maintain a caring environment with guests, volunteers, and other staff members. They are accountable for stewardship of the mission to provide comfort, care, and support to children and families in Southern California. This position is part of a team that works 24/7, year-round to provide high-quality guest service and care to guests staying at the Ronald McDonald House (“RMH” or “House”) and consistent with policies and standards set by the Board of Directors of the Ronald McDonald House Charities of Southern California.

Responsibilities

Essential Duties and Responsibilities
The position shall include but is not limited to the following:

Guest Services and Reception

• Welcome and acknowledge all guests, volunteers, vendors, and visitors in a compassionate, supportive, and timely manner.
• Greet the public, accept donations, give house tours, and answer questions related to all aspects of the operations.
• Review daily room referrals and day-use requests prioritizing and following up with social workers on any concerns with requests and scheduling family check-ins and making all necessary data entries.
• Respond to guest concerns, taking prompt and appropriate actions to resolve problems and ensure guest satisfaction.
• Conduct arrival and departure audits of guestrooms and common areas to ensure that the HIGH cleaning standards are maintained.
• Assist in the processing of laundry throughout the day/evening/overnight shifts ensuring that it is all washed, dried, folded and put away in its proper location.
• Attend to main entrance buzzer/call button and walk-ins to ensure all visitors, vendors, volunteers and guests are appropriately screened and checked in. Maintain record of building occupants and guest lists.
• Enforce all health- and safety-related practices related to guests and/or the front desk.
• Provide concierge-level service for guest check-ins, check-outs, orientations, tours and other guest needs that may arise, following procedures and policies set forth by the House.
• Communicate policies and procedures gracefully and with compassion.
• Act as point of contact and effectively problem solve any issues that arise during scheduled shift. Communicate with shift partner(s) and/or supervisor for assistance.
• Document all incidents and conversations relevant for peers and/or supervisors to ensure subsequent shifts are well-informed and important information is conveyed in a timely fashion.
• Receive and record all room referrals and guest data according to procedures.
• Communicate with appropriate medical staff as needed in a professional and friendly manner.
• Record financial transactions, including deposits, room donations, general donations and merchandise sales.
• Partner with Family Support Services team as needed to best support families.
• Provide warm guest service and serve as the host for Meals of Love groups.
• Properly supervise volunteers by ensuring they understand the House's commitment to compassionate hospitality and that they observe standards of conduct, rules, safety regulations, and House policies.
• Inspect, clean, and organize common areas throughout the House, including disinfecting common touch points, taking out trash, running/unloading the dishwasher, sweeping/mopping/vacuuming, and attending to spills or urgent requests.
• Re-fill and re-stock supplies for kitchens, bathrooms and front desks as well as guest amenities.
• Document maintenance needs for the Facilities team. Attend to simple guest facility needs if possible (i.e. replacing light bulbs, locating supplies, etc.).
• Communicate regularly with the housekeeping team to ensure timely attention to guest room turnover and other deep cleaning needs. Document housekeeping-related needs.
• Maintain up-to-date knowledge of emergency procedures and security protocols. Uphold RMH standards of safe guest accommodations and working conditions.
• Process and put away in-kind donations according to procedure in a timely manner.
• Use daily task list and overnight task lists to ensure required operational tasks and duties are completed.
• Attend all applicable trainings.
• Other duties and responsibilities as requested.
• Adhere to all dress code policies and procedures.
• Adhere to all Front desk/ reception policies and procedures.
• Train new volunteers in their role and all aspects of the day-to-day and support programs.

Leadership

• Use best judgment to resolve conflict and provide a timely solution to House issues. Provide written information to the supervisor of any incidents and the follow-up action taken.
• Assist management in onboarding new employees and help lead annual training.
• Provide leadership, direction, and coaching to Guest Services Associate shift partner. Work with management to provide feedback on shift partner for quarterly check-ins and annual reviews.
• • Take on special projects and roles to provide elevated care, management, and continuity. Plan, support, provide feedback, and lead volunteers/colleagues in the following areas, with typically 2-3 primary focuses per shift--
  •  Administrative: Review database activity and guest records, ensuring accuracy and efficiency; communicate with the medical team and colleagues to fill knowledge gaps; generate reports; track inventory of Coca-Cola and Martin-Brower supplies; help field general inquiry emails
  • Scheduling: Oversee processing and prioritizing of the room referral process during a shift, make sure every open room is scheduled daily; help field referral inquiry emails and calls
  •  Amenities Storage: Take ownership of front desk, back office, and Comfort Closet storage spaces; organize and put away gifts-in-kind and delivered items; monitor Help Yourself guest amenities offerings; ensure adequate supply of Comfort Kits, including tracking inventory and packing bags as needed; help field gifts-in-kind inquiries and deliveries
  •  Meals of Love: Check for MOL at the beginning of the shift. 30 minutes before the groups’ arrival, prepare the kitchen and set out the welcome area. Greet the group upon arrival, check protocol, and deliver brief info session if the volunteer manager is unavailable. Check-in with the group throughout, take photos/videos, and check in 30 minutes before serving. If the volunteer manager is unavailable, once serving has started check in with the group to make sure they know about cleanup/supplies, take a photo of the team, and make sure the team signs out and gives thanks. *Refer to MOL GSA PROCEDURES
  •  Facilities and Vendor Visits: Coordinate with management to schedule vendors/repair technicians as needed; greet and liaise with on-site vendors; inspect and approve room openings/closures; ensure common areas, especially kitchens, and staff break rooms are clean and orderly; assist in aesthetics maintenance, room care and needs assessments; receive

Education, Work Experience, and Qualifications

• High school diploma/GED required, Bachelor’s degree preferred. Work experience may substitute for education.
• At least 1 year of supervisory experience.
• At least 1 year of experience in retail, hospitality, or social services setting is required. Experience with family clientele preferred.
• Must be organized, focused, and have a track record of excellent judgment.
• Must demonstrate good customer service skills.
• Must be organized and possess the ability to manage multiple tasks and priorities.
• A positive attitude, pleasant demeanor, and appropriate dress are required.
• Must be proficient in Microsoft Office and comfortable using hospitality databases.
• Must be willing to work irregular hours and holidays as necessary.

Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where the person has to rely on their judgment, adaptability, and resourcefulness to figure things out.

Language Skills
Ability to interpret a variety of instructions in English that is furnished in written, oral, diagram, or schedule form. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from managers, clients, board members, families and the public; ability to present facts and recommendations effectively in oral and written form. Candidates with multi-language skills are encouraged to apply.

Mathematical and Computer Skills: Ability to calculate figures and amounts including basic math, percentages, and discounts. Strong proficiency in Microsoft Office Suite.

Supervisory Responsibilities: Ability to lead and assist with other Guest Services Associates and Volunteers as needed.

Certificates, Licenses, Registrations: A valid California Driver’s License and a clean driving record are required to operate company vehicles, as needed, for tasks such as picking up occasional Meal of Love donations, transporting general donations, or driving families.

Physical Demands
Job duties regularly require standing, walking; reaching with hands and arms; climbing or balancing; stooping, kneeling; talking, or hearing. Frequently required to be on foot. Frequently lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, must be willing to work independently and, when necessary, oversee the operations of two buildings alone. The noise level in the work environment is usually moderate.

Equal Opportunity Employer

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