Office & Guest Services Coordinator @ CFTB

Position

JOB TITLE: Coordinator, Office & Guest Services
REPORTS TO: Chief of Staff
EMPLOYMENT TYPE: Full-time
STATUS: Non-Exempt (Hourly)
HOURS: 40 hours per week
SCHEDULE: Monday – Friday: 8:30 AM – 5:00 PM
LOCATION: Tampa, FL 33607
FLEXIBLE

WORK LOCATION:

This position is fully on-site and not eligible for remote or hybrid work.
TRAVEL: Local travel may be required.

Community Foundation Tampa Bay

Tampa, Florida

Full-time

High School Diploma / GED

2 year(s)

$20 -

$20

Hourly

In-Person / In-Office (Little or No Remote Offered)

Applications being accepted by sending a cover letter and resume to:hr

The Office & Guest Services Coordinator serves as the first point of contact for the Tampa office, providing professional reception services and delivering a welcoming, informed experience for visitors, donors, and partners. This role supports meetings and events through room setup, technology assistance, vendor coordination, and logistics while ensuring the facility remains clean, well-stocked, secure, and fully operational. The Coordinator also oversees office supply inventory, equipment maintenance, mail processing, and general administrative support to ensure smooth daily operations and an exceptional workplace experience for Foundation staff.

• General reception duties for the Tampa Office.
• Support guests and team members with needs related to events including allocation of resources, room set up, break down/clean up, logistics, and technology utilization.
• Engage with visitors and respond to phone and email inquiries, serving as a knowledgeable resource for Foundation information.
• Support the streamlining of Tampa Office processes and procedures, communications, scheduling, etc.
• Responsible for maintaining a professional appearance of the facility, especially related to cleanliness, supplies, furniture arrangement and decorations, etc.
• Oversee the inventory of office and conference room supplies and make purchase recommendations as necessary.
• Ensure technology and office equipment is functional.
• Ensure maintenance of equipment and serve as liaison with vendors for repairs and general maintenance.
• Process incoming and outgoing mail and deliveries.
• Work with vendors to provide catering for conference rooms and special events.
• Manage incoming calls for the Main Office: screen, direct calls, take and relay messages. Provide information to callers.
• Become trained and knowledgeable in various software processes in order to provide backup support as needed.
• Maintain Space Security by following safety procedures and controlling access.
• Provide general administrative support as needed to all other Foundation staff.
• Attend scheduled meetings and work assignments as needed.
• Perform other related duties or special projects as directed by Supervisor.
• Supervisory Responsibilities:
  
  None.

• A professionally oriented individual with a polished demeanor in appearance and manner.
• A preference for related work experience at a non-profit/community foundation.
• Strong interpersonal, verbal, and written communication skills.
• Excellent attention to detail.
• Experience with managing hybrid meetings using Zoom Room and Microsoft Teams Pro software.
• Strong organizational ability and capacity to multi-task.
• Commitment to providing high quality confidential service to colleagues, donors, volunteers, and grantees.
• Desire to work in a team-based, collegial, hands-on environment.
• Maintain an organized and professional workspace.
• Reliability.
• Minimum 2 years of experience in reception, hospitality, administrative support, or related field.
• Travel:
  Minimal local travel may be required for offsite meetings or events.

• Highly motivated with the ability to show initiative.
• Ability to be discreet and handle highly sensitive/confidential information in a responsible manner.
• Ability to handle diverse, simultaneous tasks, meet deadlines, and attend to follow through.
• A positive outlook and vision.
• Demonstrates accountability and ownership of service delivery.
• Strong…