Bilingual Front Office Coordinator - IPS

University of Tennessee•Nashville, TN

14h•Onsite

About The Position

The Bilingual Front Office Coordinator serves as the primary point of contact for all visitors and clients of the Tennessee Language Center. This role provides essential administrative and customer service support, including managing incoming calls, emails, mail, and in-person inquiries. Key responsibilities include processing payments, performing daily cash and credit card reconciliations, distributing communications to program staff, and assisting with general administrative tasks. In addition to front-office duties, this position supports daily operations by coordinating room scheduling, maintaining office supplies, assisting with event planning and execution, and serving as the liaison for building maintenance and the IPS training facility. The coordinator also plays a key role in workplace safety by acting as the office safety warden and accounting for staff and visitors during evacuations.

Requirements

High school diploma / GED
3+ years in an office setting working with a variety of disciplines in an administrative capacity
Fluency in English and Spanish; capable of facilitating and managing multicultural/multilingual activities
Ability to work independently and without direct supervision
Ability to multi-task, including the use of multiple databases and MS-Office suite
Effective organizational skills
Efficient oral and written communication skills with multiple stakeholders
Ability to develop rapport with multicultural staff and contractors
Commitment to quality and integrity

Nice To Haves

Bachelor’s degree
CPS/CAP certification
Demonstrated effective written and verbal communication with exceptional listening skills
General accounting knowledge
Ability to use available resources for problem solving and staff support
Ability to understand and follow operating procedures, institute hierarchy, and relevant UT policies

Responsibilities

Receive and distribute phone calls and email inquiries to the appropriate department.
Greet and assist walk-in clients and visitors, processing payments for services when needed.
Monitor staff schedule daily to coordinate program coverage by phone and in-person.
Oversee daily office operations, including supply inventory, ordering, workspace upkeep, and maintaining required compliance signage.
Coordinate meeting and event logistics such as room scheduling, setup, catering, coffee service, and on site event support.
Serve as the primary liaison for building maintenance, IPS training facility staff, and vendors, addressing facility, storage, and weather related issues.
Manage office processes including postage machine oversight, employee recognition activities, and general support for a well functioning workplace.
Process financial and administrative transactions, including daily cash audits, verifying ledgers, and managing supply orders.
Maintain accurate data for fee waivers, collaboration programs, and performance reporting.
Support Business Manager with tasks as assigned.