Administrative Coordinator (Front Desk)

United Food Bank•Mesa, AZ

1d•Onsite

About The Position

Are you friendly, tech-savvy and want your office management skills to make a difference in the lives of people every day? The ideal candidate is experienced working with executive-level leaders, organized, and AI proficient, with strong technical writing skills for process documentation and preparation of internal training materials. We are looking for applicants who have a genuine comfort with technology, and the warmth to represent United Food Bank well to every neighbor, donor, volunteer, and partner who walks through our doors. If this describes you, please join us as an Administrative Coordinator at United Food Bank and become an integral part of our mission to alleviate hunger in our community! Position Summary: The Administrative Coordinator serves as the first point of contact for United Food Bank and provides high-level administrative support across the organization, with primary support to the Office of the Chief Administrative Officer and the Finance Department. This position manages front desk and reception operations while also carrying substantive project responsibility in documentation, AI systems implementation, and support for organizational training. Beyond day-to-day administrative support, this role develops and maintains standard operating procedures across departments, builds organizational training materials, and supports the adoption of technology and productivity tools.

Requirements

Passion for alleviating hunger and aligned with our mission and values.
High school diploma or general education degree (GED) required; Associate's or Bachelor's degree, or equivalent combination of education and experience, preferred.
Three or more years of progressively responsible administrative, office management, or executive support experience.
Excellent verbal communication skills, including customer service and ability to respond to neighbors’ calls and in-person visits with compassion and friendliness when sharing helpful resources and directions to our partner agencies for food access.
Demonstrated experience creating written documentation — procedures, training materials, process guides, or similar. Writing samples may be requested.
Demonstrated experience, knowledge, and proficiency in Microsoft Office products, specifically Word, Excel, Outlook, and PowerPoint.
Comfort learning and adopting new software platforms; exposure to or genuine interest in AI-assisted productivity tools.
Excellent time management skills; ability to prioritize and manage multiple concurrent responsibilities.
Must be flexible and able to adapt to changing schedules and priorities.
Ability to multitask and remain responsive internally and externally, including returning phone calls and emails in a timely manner.
Ability to analyze situations and apply problem-solving techniques.
Ability to work in a team environment and under deadline pressure.
Excellent follow-up and follow-through skills.
Discretion and sound judgment in handling confidential information.

Nice To Haves

Bilingual in English and Spanish is a plus.

Responsibilities

Answers multi-line telephones, routing calls to appropriate staff, takes messages when necessary, gives directions, and offers referral information as requested.
Greets visitors, including board members, donors, agency and sales representatives, volunteers, neighbors, and other guests entering the Food Bank lobby.
Maintains the lobby and reception desk area in a clean and professional condition at all times.
Receives, date-stamps, and delivers all incoming mail to the Finance Department daily.
Receives and distributes deliveries and supplies arriving at the front desk.
Provides recurring administrative support to the Finance Department, including data entry, document preparation, filing, and records maintenance.
Assists with the preparation, formatting, and distribution of finance-related correspondence and documentation.
Supports accurate record-keeping and digital filing for finance and administrative records.
Assists with vendor and account correspondence as directed by the Finance team.
Provides additional administrative support to Finance as needs arise, in coordination with the Chief Administrative Officer.
Drafts, edits, and maintains standard operating procedures (SOPs) across departments, working with subject-matter experts to translate complex processes into clear, usable documents.
Develops and maintains organizational training materials, including onboarding content, process guides, and reference documentation.
Supports the implementation and everyday use of technology and productivity tools across the organization, including AI-assisted workflows and document systems.
Maintains organized, accessible digital filing and document-management systems.
Identifies opportunities to streamline administrative processes and proposes practical improvements.
Provides high-level administrative support to the Chief Administrative Officer, including scheduling, correspondence, meeting preparation, and follow-up tracking.
Prepares and formats professional documents, reports, presentations, and organizational communications.
Coordinates meetings and events, including agenda preparation, note-taking, and action-item tracking.
Provides administrative support to other departments as needed, coordinated through the Chief Administrative Officer.
Other duties as assigned.