Administrative/Front Desk Assistant

Metro Housing Boston•Boston, MA

12d•$41,750 - $47,199

About The Position

The Administrative/Front Desk Assistant is the first point of contact for callers and visitors to Metro Housing | Boston. S/he will answer calls to the main switchboard and greet visitors. The Administrative/Front Desk Assistant will streamline the office operations and execute administrative tasks.

Requirements

High School Diploma or GED required with two years of administrative experience
Able to provide excellent customer service on the phone and in person
Excellent communication, and organizational skills
Computer literacy required, including proficiency in Microsoft Office and Outlook
Be successful multi-tasking in a fast paced and stressful environment
Be competent with word processing and data entry software
Willingness to work as part of a team to promote the goals of the program and agency
Demonstrated ability to work well in stressful situations and manage several tasks at once
Demonstrated ability to work cooperatively with all levels of staff and clients in busy environment
Sensitive to multi-ethnic population.

Nice To Haves

Candidates with multilingual skills (verbal and written). We are seeking candidates that speak and write in English and at least one of the following languages (for interpreting and translation): Cape Verdean Creole, Haitian Creole, Spanish, or Portuguese.

Responsibilities

Manage a busy call center in a friendly, helpful, and timely manner
Respond to phone inquiries and direct calls to the appropriate staff person
Be knowledgeable about and provide callers and visitors with information regarding Metro Housing’s affordable housing and homelessness
Process incoming daily mail (receive, open, date stamp, scan, and sort to the correct department)
Process outgoing daily mail and assist with other departments mass mailings (print, sort, folding, stamp)
Process multiple outgoing products on behalf of other departments, including RAFT applications and gift cards
Track data on incoming phone calls and walk-ins to produce activity reports
Assist Finance with checks and statements (folding and stamps)
Operate variety of office equipment such as computers, photocopiers, postage meters, folding machines, kiosks, etc.
Maintain department inventory supplies including, office supplies, departmental forms, stationery, etc.
Collaborate with other front desk staff to provide clients with a coordinated and responsive level of service from the team
Serve as liaison with visitors and participants on behalf of the organization’s departments
Monitor for early warning signs of agitation among program participants and lobby guests and pro-actively and effectively de-escalate situations using appropriate techniques
Serve as primary members of the Safety Team
Administer and track the parking pass process for the visitors and participants
Work on special projects as assigned by the Office Manager
Other duties as assigned.