Reception and Office Coordinator

Department: Executive Office • Reports to: Office and Executive Projects Manager • FLSA Status: Non-Exempt • Part-Time, in-person

About the Role

The Reception and Office Coordinator serves as the primary point of contact for visitors and callers to the Trust administrative offices, ensuring welcoming and secure access to the building while managing the front desk and reception area. Two part-time employees will share this position to ensure consistent coverage; the individual hired will typically work two days per week, averaging approximately 16 hours.

Responsibilities

• Visitor and Call Management
  • Screen guests through the intercom system
  • Manage the visitor pre-registration process through the Trust’s SwipedOn visitor management system and assist guests through the check-in process
  • Develop familiarity with staff, contractors, and key stakeholders to effectively manage building access and ensure a welcoming and secure environment
  • Answer the reception desk phone and check voicemail, responding to inquiries or directing calls as appropriate
• Reception Area Oversight
  • Maintain the reception area in an orderly, clean, and professional manner
  • Accept all deliveries and ensure they go to the appropriate staff member
  • Exercise sound judgement and discretion in handling confidential matters and sensitive situations
  • Notify Trust security personnel promptly of any security issues within or immediately outside of the reception area
• Package and Mail Handling
  • Receive, log, and distribute packages and mail and assist with developing protocols and procedures
  • Sort mail and check the Benedum security desk for any deliveries
  • Support shipping management by scanning in packages, managing package pick-ups, and ensuring prompt delivery to staff
• Office Supplies Support
  • Distribute office and kitchen supplies
  • Maintain supply inventory and support ordering process
  • Restock the kitchen supplies on a regular basis
• Support External Meetings
  • Assist with key meetings with external stakeholders, including Trust Board of Trustees and Board committees (approximately 10 days per year may require earlier start time)
  • Assist with preparing meeting materials
  • Provide day-of coordination as needed, including directing and welcoming guests and catering
• Demonstrate a commitment to diversity, equity, accessibility, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias
• Perform other responsibilities as assigned

Requirements

• Work Experience: At least 1-2 years’ experience working as a receptionist or similar front-facing role required; experience in face-to-face customer service or retail industry preferred
• Technical Skills: Strong working knowledge of Microsoft Office suite required; familiarity with multi-extension telephone preferred
• Intangibles: Exceptional verbal and interpersonal skills; calm and professional demeanor; reliable and committed to customer service; organized and good problem-solving skills; patient and able to communicate effectively with a wide range of personalities

Physical Demands

Mainly office work. Ability to sit and/or view a computer screen for extended periods of time. Must be able to lift and move packages up to 30 lbs. and bend, stoop, reach, and use a step stool.

Pay

Starting salary: $20/hour