Front Office Coordinator

The key responsibility of the Front Office Coordinator is to make a good impression, the first time; every time! Effectively and efficiently manage the lobby while maintaining a professional demeanor. 

Education/Qualifications: 

• Associate degree in office management and / or organizational management with one-year relevant experience, or; 
• High school diploma / GED AND certificate of successful completion in office technology, or office administration and one – two years relevant experience. 
• Excellent communication skills; speaking and listening of equal importance. 
• Highly motivated, enthusiastic, empathetic, poised, diplomatic, and professional.
• Aptitude for developing collaborative relationships with community partners; 
• Proficient in the use of Microsoft Office; i.e. Word, Excel, PowerPoint, etc.;
• Demonstrated working abilities with basic office equipment; i.e. copiers, postage machine, fax, etc. 

Key Job Functions:

• Greet and respond promptly, appropriately, and professionally to the needs and requests of clients, external and internal constituents, either by phone, email, or in person; 
• Route calls, voicemail, and facsimiles to respective staff; 
• Receive USPS mail; disseminate internal and external correspondence, compile and bundle outgoing mail for USPS pick up    and internal courier; 
• Scan all invoices received through USPS mail to accounting folder
• Maintain USPS postal machine, office copiers, including but not limited to the supply of adequate postage, ink, paper, ensure that all machines are in a state of good operational use, and contact provider when repair / service are required; 
• Perform clerical duties as they specifically pertain to the Housing Choice Voucher (HCV) program; i.e. date / time stamp HCV applications for all counties, prepare intake, briefing, and RFTA packets, terminated files, etc.; 
• Perform clerical duties as assigned by program directors, supervisors; 
• Order office supplies and maintain adequate inventory; 
• Orchestrate agency vehicle schedules, compile employee mileage sheets, and scan to finance department for processing; 
• Assist the Executive Assistant in the creation, design, and content of weekly internal newsletter; 
• Keep the lobby / reception area clean and free of trash; 
• Maintain reception workstation in a neat and organized manner; confidential documents must be safe guarded and out of public view; 
• Perform “surface” housekeeping with regard to public restroom and multi-purpose room; i.e., paper towels off the floor, soap, toilet paper, and paper towels in good supply
• Prior to scheduled monthly Board of Director Meetings, check the multipurpose room for cleanliness and adequate hospitality supplies i.e... coffee, sugar creamer.
• Other duties as needed and assigned

Arbor Housing and Development Expectations:

• Report on time and work your scheduled shift, except in cases of emergency.
• In the case of an emergency, contact your immediate supervisor and/or designee for guidance.
• Effectively discharge the key job functions of your position in accordance with rules and regulations, AHD Code of Conduct.
• Support a Non-Discrimination/Anti-Harassment/Sexual Harassment free work environment.
• Foster a harmonious and respectful environment and refrain from unprofessional conduct as referenced in the Personnel Policy Manual.
• Other duties as assigned by Executive Assistant or designee

Physical Demands / Environment

• Continuous mental and visual attention required
• Prolonged periods of sitting or standing at a desk and working on a computer
• Otherwise sits, stands, walks, reaches with hands and arms, climb or balance
• Typically stoops, kneels, bends, crouch, or crawls
• Carry or pull up to twenty pounds
• Professional Office Setting located at 26 Bridge Street Corning, NY 14830

Critical features of this job are described above. They may be subject to change at any time due to reasonable accommodation or other reasons. AH&D Leadership reserves the right to assign or reassign duties and responsibilities to this job at any time.