FRONT OFFICE Coordinator

Description

"Equal Opportunity Employer / Drug Free Workplace"

Job Title: Front Office Coordinator

Status: Full-time, 40 hours per week, Monday thru Friday

Rate of pay: $17.91 per hour

Summary:

Responsible for receiving visitors, answering telephone, handing mail, photocopying,

faxing, and administering related front office activities by performing the following duties.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Greets all visitors in a professional manner, determines their needs, and directs them to the proper person and/or department.
• Operates telephone system to relay incoming and interoffice calls. Maintains employee phone directory.
• Works with IT Coordination of support for the agency with COO and/or designee and tracking monthly support log.
• Oversees agency-wide order and purchase of supplies, specifically office supplies; lead agent for all Office Depot and Amazon relations securing delivery to YWCA approved locations; supports working alongside Executive Office and/or Finance to secure timely payment and tracking of PO's as prepared by program staff.
• Supports HS Gerry Sweet Director on any needs with children/families and activities such as calls, documentation, and input as is feasible during front desk coverage.
• Receives, sorts, and posts all incoming mail from US Post. Office, Fed Ex, and other courier services and receives all outgoing mail daily.
• Provides immediate notification to appropriate parties for incoming faxes and deliveries (Fed Ex, certified mail, and other courier deliveries).
• Maintains confidentiality of any incoming or outgoing mail, faxes, emails, and other correspondence.
• Receives and sends documents via fax and keeps records for billing purposes. Arranges for pick-up of special courier correspondence for headquarters as needed.
• Prepares a check log for incoming payments received in the mail and delivers to Finance daily; includes tracking/scanning to all parties via email communication.
• Ensures guests sign in and provides visitor passes
• Ensures that reception area is neat and orderly.
• Maintains calendar of events and room usage for both IG and Weeks sites, including internal staff and external parties.
• Processes room rental requests to COO and/or designee for approval.
• Tracks repair requests for office and related equipment located at this facility, including but not limited to fax, vending machines, and the voicemail phone system.
• Updates the lobby bulletin board on recent events as approved by management.

Requirements

Education/

Experience:

High School graduate required with a minimum of two (2) years of front office experience, public

relations or related customer/client service experience. Associate preferred

Language Ability:

Ability to read and comprehend instructions, correspondence, and memos. Ability to write

correspondence. Ability to effectively present information in one-on-one and small

group situations to customers, clients, and other employees of the organization.

Bilingual skills in Spanish and Creole preferred.

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole

numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and

to draw and interpret bar graphs. Ability to count large volumes of cash and/or checks.

Reasoning Ability:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral

instructions. Ability to deal with problems involving a few concrete variables in

standardized situations.

Computer

Skills:

To perform this job successfully, an individual should have basic knowledge of Microsoft Office word processing and

spreadsheet software, Powerpoint a plus, Outlook a must. Must be willing to learn telephone and alarm system software.