Program Coordinator​/Receptionist

Position Summary

Location: Tampa, FL Headquarters

The Program Coordinator/Receptionist serves as the first point of contact for Liberty Alliance and provides structured administrative and program coordination support to the Operations team. This role combines front‑office management, visitor services, scheduling, and office operations with program support activities, including meeting coordination, documentation, vendor research, event logistics, and internal project tracking. The requirements listed are representative of the knowledge, skill, and/or ability required.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Greet and assist visitors, clients, and vendors; manage visitor sign‑in and access procedures
• Answer, screen, and route incoming calls and messages
• Maintain professional appearance of lobby, conference rooms, and public areas

• Schedule meetings and maintain calendars
• Prepare correspondence, reports, presentations, and spreadsheets
• Maintain organized digital and physical filing systems
• Process incoming/outgoing mail and packages

• Support Program Coordinators with scheduling, documentation, meeting notes, and follow‑ups
• Conduct vendor research (events, catering, supplies, etc.)
• Assist with order tracking, inventory coordination, and internal logistics
• Support on‑site event setup, coordination, and breakdown

• Monitor office supplies and submit purchase receipts
• Coordinate kitchen/coffee station and shared space readiness
• Assist with internal communications projects (newsletters, meeting materials)

• Collaborate cross‑functionally to support operations, compliance, and business needs
• Completes all other tasks and duties as needed to help drive Liberty Alliance’s Vision, fulfill our Mission, and abide by our organization’s values

• Associate degree or relevant receptionist/administrative training is preferred
• 1‑3 years of experience as an Administrative Assistant or in a similar position
• Familiarity with standard office equipment such as printers and fax machines
• Excellent computer skills and knowledge of Microsoft Teams, Word, Outlook, and
• Highly organized with excellent communication and time‑management skills and the ability to prioritize projects
• Valid driver’s license (if occasional errands or event support are required)
• Demonstrate a high level of integrity and professionalism, including teamwork
• Excellent attention to detail, time management, and communication skills

• Front Office Excellence:
  Maintain a professional, efficient, and welcoming front office operation with consistent visitor satisfaction and accurate call handling.
• Administrative Accuracy & Timeliness:
  Deliver accurate documentation, scheduling, and records management with minimal errors and on‑time completion.
• Program Support Effectiveness:
  Provide reliable administrative and coordination support that enables Program Coordinators to execute projects and events on schedule.
• Office Operations Reliability:
  Ensure office supplies, shared spaces, and facility support functions run smoothly without disruption.
• Process Improvement:
  Identify and implement improvements to administrative workflows, documentation, or office procedures annually.

• Visitor check‑in accuracy ≥ 99%
• Call routing accuracy and response time (same‑day resolution or escalation)

• Scheduling errors per quarter (target: ≤
  2)
• Document turnaround time (within defined SLA or same business day)

• % of assigned program tasks completed on time (target: ≥ 95%)
• Event logistics issues reported (target: 0 critical issues)

• Office supply stock‑out incidents (target:
  0)
• Facilities readiness score from internal feedback

• Attendance and punctuality compliance ≥ 98%
• Manager satisfaction rating ≥ 4/5

Must be physically able to operate various machines and equipment, including computers, office equipment, telephones, etc. Physical demands are essentially those of…