"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, FedEx, and other courier services and receives all outgoing mail daily.
- Provides immediate notification to appropriate parties for incoming faxes and deliveries (FedEx, 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.
