Front Office Coordinator

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.

Education/Experience:

High School graduate required with a minimum of two (2) years of front office experience, public 

relations or related customer/client service experience. Associate preferred

Language  Ability:

Ability  to  read  and  comprehend  instructions,  correspondence,  and  memos.  Ability  to  write 

correspondence.   Ability  to  effectively   present  information   in  one-on-one   and  small  

group situations  to customers,  clients,  and  other employees of  the organization.    

Bilingual  skills  in Spanish and Creole preferred.

Math Ability:

Ability  to  add,  subtract,  multiply,  and  divide  in  all  units  of  measure,  using  whole  

numbers, common  fractions,  and  decimals.  Ability  to  compute  rate,  ratio,  and  percent and  

to draw  and interpret bar graphs.  Ability to count large volumes of cash and/or checks.

Reasoning Ability:

Ability to apply common  sense understanding  to carry out detailed but uninvolved written or oral 

instructions.  Ability  to  deal  with  problems  involving  a  few  concrete  variables  in  

standardized situations.

Computer Skills:

To perform this job successfully,  an individual should have basic knowledge of Microsoft Office  word processing and 

spreadsheet software, Powerpoint a plus, Outlook a must.  Must be willing to learn telephone and alarm system software.