Staff Assistant - COEDU

Job Description

Hiring Salary: $35,000 - $40,000 annually

The Front Desk Staff Assistant provides comprehensive support to visitors, customers, and office staff by efficiently managing front desk operations, facilitating effective communication, and ensuring the smooth functioning of the office environment. Serving as the first point of contact, they create a welcoming atmosphere for visitors and callers while maintaining an organized front office. At TECO Hall, they oversee all aspects of facility rentals, acting as the primary liaison for rental inquiries, coordinating reservations, and delivering a seamless experience for renters.

Additionally, they are responsible for submitting and managing maintenance work orders for the college's EDU buildings, collaborating closely with the Operations Resource Manager to ensure timely resolution of maintenance issues, coordinating repairs, and maintaining accurate records to support the operational efficiency of college facilities.

Responsibilities

Front Desk:
Provides essential support to visitors, customers, and office staff by managing front desk operations, facilitating communication, and ensuring efficient office functioning. Serves as the first point of contact for visitors and callers, maintaining a welcoming and organized front office environment.

• Greet visitors and customers warmly and notify appropriate department or office staff of their arrival.
• Assist visitors and customers with routine inquiries, including office hours, staff contacts, and basic account or status information.
• Operate and manage multi-line telephone systems, routing incoming calls to the appropriate personnel or departments.
• Organize and prioritize front desk tasks, including managing Outlook calendars for conference rooms, appointments, meetings, and events.
• Perform general data entry and maintain accurate records to support administrative functions.
• Make reservations for travel, dining, or other departmental needs as required.
• Distribute correspondence, documents, and information to relevant office or department personnel.
• Maintain office supplies inventory, monitor stock levels, and reorder supplies as needed.
• Keep the front office and public areas clean, neat, and organized.
• Operate and maintain office equipment such as scanners, copiers, fax machines, and printers.
• Order supplies such as toner and schedule maintenance services.
• Receive, sort, and distribute packages and mail efficiently.

TECO Hall: Responsible for managing all aspects of facility rentals, serving as the primary point of contact for rental inquiries, coordinating reservations, and ensuring a seamless experience for renters.

• Monitoring the shared inbox and responding promptly and professionally.
• Manage the reservation calendar for EDU TECO Hall, scheduling events, and maintaining accurate records of availability and bookings.
• Review rental requests to confirm facility availability based on the reservation schedule.
• Provide prospective renters with rental information, facility guidelines, payment instructions, and required documentation.
• Coordinate the execution of rental agreements, ensuring all necessary forms and payments are completed prior to facility use.
• Maintain ongoing communication with renters before, during, and after events to facilitate a smooth rental experience.
• Oversee key distribution and return procedures, tracking access to the facility to ensure security and accountability.
• Maintain key sign-out and return logs in accordance with college procedures.
• Conduct pre- and post-event inspections to verify the facility is properly prepared and returned to an acceptable condition.
• Identify, document, and report any facility concerns, damages, policy violations, or maintenance issues resulting from use.
• Ensure the cleanliness, organization, and readiness of EDU TECO Hall for upcoming reservations.
• Coordinate with college personnel regarding facility access, room readiness, and operational support.
• Maintain detailed records related to reservations, rental agreements, payments, and key management to support operational accountability and reporting.
• Assist with the procurement of supplies, equipment, and other facility-related items as needed to support operations.

Building Work Orders: Responsible for submitting and managing maintenance work orders for the college's EDU buildings. Collaborate closely with the Operations Resource Manager to ensure timely resolution of maintenance issues, coordinating repairs, and maintaining accurate records of all work orders to support the operational efficiency of college facilities.

• Submit and track maintenance work orders for EDU buildings to ensure timely response and resolution.
• Collaborate closely with the Operations Resource Manager to prioritize and coordinate repairs and maintenance activities.
• Maintain accurate and detailed records of all work orders, including status updates, completion reports, and costs.
• Monitor ongoing maintenance projects and follow up to ensure quality and timeliness.
• Perform…