Front Desk Coordinator

JOB DESCRIPTION: This position serves as the face of the organization by being the first point of contact for visitors. The focus of this position will be to provide an overall welcoming and positive environment to the organization, and assist with performing various administrative tasks to the highest standards.

DUTIES AND RESPONSIBILITIES:

• Professionally greets and welcomes staff, and all visitors as soon as they arrive in the office with a warm smile and upbeat personality.
• Directs visitors to the appropriate meeting room for onboarding, association meetings, classes and events, and answers questions and needs.
• Manages member lounge playlist and ensures guests are comfortable while they are in the office waiting for staff, events, or meetings.
• Contacts the appropriate staff person to the lobby for all appointments and walk-in guests, and maintains office security by following safety procedures and controlling access via the front desk.
• Accesses and references the online calendar in order to assist visitors and callers with information and directions.
• Manages and maintains an updated calendar for use of the Royal Sage room.
• Serves as a key point of contact for on-site room needs i.e. temperature controls, equipment needs, spills or emergencies, and contacts facilities staff to interact as needed.
• Retrieves after hour voice mails left in the general mailbox, and distributes them to the appropriate staff member in a timely manner.
• Maintains a clean and organized reception area at all times.
• Maintains digital record-keeping systems in accordance with company policy and maintains safekeeping of company documents and records.
• May assist with ad-hoc administrative duties including assistance with committee functions and duties as requested and approved by Executive Assistant to the CEO and Event Planner.

SUPERVISORY RESPONSIBILITIES:

• This job has no supervisory responsibilities.

QUALIFICATIONS:

• High school diploma or general education degree (GED)
• 2-3 years of relevant experience in an office environment
• Computer Skills Required: Strong functional knowledge of word processing software such as Microsoft Word, spreadsheet software such as Microsoft Excel, Email and calendaring software such as Microsoft Outlook.
• Must be able to legally work in the United States without sponsorship.
• Other skills required:
  • Exceptional interpersonal communication and customer service skills
  • Ability to communicate effectively orally and in written form with colleagues and visitors
  • Excellent attention to detail
  • Ability to multi-task and prioritize tasks without constant supervision
  • Excellent teamwork skills
  • Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm

COMPETENCIES:

• Adaptability – Adapts to change, open to new ideas and responsibilities, able to deal with frequent change, delays or unexpected events.
• Communication - Communicates well, delivers presentations, has good listening skills.
• Computer Skills – Skilled with computers, takes advantage of new technology, learns new tolls quickly, uses technology to enhance job performance.
• Customer Service – Responds to requests for service or assistance, works well with customers, promotes a positive image of the company, strives to solve issues related by customers, meets commitments.
• Interpersonal Skills – Builds strong relationships, is flexible/adaptable, works well with others, keeps emotions under control, solicits feedback.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Occasionally required to stand
• Occasionally required to walk
• Frequently required to sit
• Frequently required to utilize hand and finger dexterity
• Occasionally required to climb, balance, bend, stoop, kneel or crawl
• Frequently required to talk or hear
• Rarely required to taste or smell
• While performing the duties of this job, the noise level in the work environment is usually moderate
• The employee must occasionally lift and /or move up to 20 pounds and frequently lift and/or move up to 10 pounds
• Specific vision abilities required by this job include: Close vision; Distance vision; Color vision; Peripheral vision; Depth perception and ability to adjust focus

*Must be able to legally work in the United States without sponsorship.