Front Office Coordinator

Key Responsibilities

• Embody professionalism and warmth in all interactions
• Extend a warm welcome and assistance to all visitors
• Effectively manage and route incoming calls
• Accurately take messages while adhering to confidentiality protocols
• Carefully coordinate with staff to ensure efficient handling of calls and visitors
• Maintain a log of expected visitors, meetings, and issues for smooth handover to the next shift

Front Desk Operations & Office Organization

• Maintain a tidy and organized reception and kitchen area
• Includes managing mail sorting and washing/clearing dishes
• Maintain front office cleanliness
• Order general office supplies for staff

Administrative & Office Support

• Provide additional administrative support, including shredding, printing, folding, scanning, recycling, and preparing materials
• Collaborate with Program Staff to provide administrative assistance as needed
• Leave accurate and timely notes

Donations & Financial Contributions

• Assist in donation coordination, including proper receipting and scanning of gift donations
• Coordinate in-kind donations with Programs
• Process food stamp contributions each month
• Understand general gift processing procedures and uphold donor confidentiality

Confidentiality & Compliance

• Safeguard confidentiality and safety in accordance with reception guidelines

The Ideal Candidate

• Will have a warm, welcoming demeanor and strong interpersonal skills
• With the ability to create a positive first impression for visitors, guests, donors, and callers
• Excellent communication skills and the ability to professionally manage and route calls, take accurate messages, and coordinate with staff across departments
• Strong organizational skills and attention to detail, with the ability to maintain an orderly reception area, manage mail and packages, and keep shared spaces tidy
• A high level of integrity and discretion, with a commitment to safeguarding confidential information related to guests, donors, and staff
• The ability to multitask and prioritize in a dynamic front-office environment while remaining calm, professional, and attentive
• A proactive and service-oriented mindset, with a willingness to assist with a wide range of administrative tasks and support various departments as needed
• Reliable and initiative in handling operational responsibilities such as supply ordering, donation receipting, and routine administrative processes
• An appreciation for the mission-driven nature of the organization and a collaborative attitude when working with program staff and administrative teams