Front Office Coordinator-Full Time Temporary Position

I. Position Summary

 The Front Office Coordinator is crucial in providing top-notch customer service and maintaining efficient front office operations to enhance organizational effectiveness. This role involves streamlining administrative procedures, fostering consistent communication within the office, and resolving complex situations with a proactive and positive approach. The Front Office Coordinator is integral in supporting different departments and leaders within the organization and providing specific support to the Senior care Department. This position will have a dotted line regarding accountability to the Chief People Culture Officer.

• This is a temporary position for a three-month period.

II. Education & Certification Requirements

• A high school diploma or equivalent is required. An associate degree is preferred.

• 3-5 years of work experience in an administrative/office management role

• Two years+ of experience in a non-profit organization is preferable.

Experience & Training Requirements

• Excellent communication and interpersonal skills. Must have the ability to be assertive, tactful, and professional.

• Strong problem-solving skills and analytical abilities

• Must be proficient with Microsoft Office Suite Products

• Proven office management, administrative, or assistant experience

• Excellent time management skills and ability to multitask and prioritize work

• Demonstrate ability and willingness to continuously acquire new competencies and accept new challenges.

III. Desired Outcomes

1. Create processes that will streamline the daily tasks of the front office.

2. Create standardized email communication to ensure consistent communication across departments.

3. Develop conflict-resolution tools to ensure efficient and effective front-office protocols.

IV. Essential Job Requirements & Duties

• Ensure effective and efficient completion of daily administrative operations for 50th Street.

• Support various department operations and administrative functions.

• In consultation with leadership, will provide administrative support as requested. 

• Serves as the first point of contact for the organization and various programs.

• Screens internal and external calls. Must be able to adequately answer questions and direct calls to the appropriate person/department.

• Effectively interface and welcome clients and employees.

• Support records management for various departments. 

• Oversee and support the various departmental systems with data management and task execution.

• May be required to handle confidential and sensitive information, which will require discretion and professionalism.

• Support general office duties such as filing, faxing, copying, and mailing.

• Ensure the front office is adequately stocked with supplies and orders are placed as needed.

• Support various projects and initiatives requiring coordination, scheduling, and managing specific tasks. 

• Assist in identifying and implementing process improvement strategies for the front office. 

• Responsible for coordinating and managing booking requests for the conference rooms at 50th Street. 

• Responsible for managing the phone ticketing system.

• Routinely replenish outdated materials with updated versions or new content as needed. 

• Control the in and out of vendors and clients by ensuring people sign in and out.  

• Receive all package deliveries and email confirmation to the appropriate parties.

• Support projects for the President’s office.

• Other duties as assigned.