Front Desk & Administrative Coordinator

YWCA Knoxville and the Tennessee V • Knoxville, TN

10h • $42,500 - $45,000 • Onsite

About The Position

YWCA Knoxville & the Tennessee Valley is on a mission to eliminate racism and empower women across East Tennessee. Every day, we put this mission into action through life-saving and life-changing programs that support women, children, and families in six counties. Rooted in the values of peace, justice, freedom, and dignity. We work to strengthen communities and create opportunities for all. We are a dynamic, mission-driven organization that values collaboration, professionalism, and service. Join a dedicated team making a meaningful impact in our community.

The Front Desk & Administrative Coordinator serves as the first point of contact for the YWCA and plays a vital role in supporting daily operations. This position ensures a welcoming, organized, and professional environment for staff, clients, visitors, and partners while providing essential administrative support across the organization. The role also supports the Jenny Boyd Keys of Hope Program by assisting residents with building access and front desk procedures. The ideal candidate is friendly, dependable, detail-oriented, and comfortable managing multiple responsibilities in a fast-paced, people-centered setting.

Requirements

• High school diploma or equivalent required; associate degree or relevant administrative experience preferred
• Prior experience in a front desk, administrative, or customer service role preferred
• Strong interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Ability to manage multiple tasks, prioritize responsibilities, and work independently
• Proficiency with phones, email, calendars, and basic office software (Microsoft Office or similar systems)
• Professional demeanor with a friendly, service-oriented approach
• Commitment to fostering a welcoming, inclusive, and respectful environment

Responsibilities

• Greet and welcome clients, residents, visitors, donors, vendors, and community partners in a professional and welcoming manner
• Serve as the primary point of contact at the front desk, creating a positive first impression of the organization
• Answer, screen, and route incoming phone calls promptly and courteously
• Respond to general inquiries and direct individuals to appropriate staff or departments
• Maintain a clean, organized, and welcoming reception and lobby area
• Process incoming and outgoing mail, packages, and deliveries
• Manage shared calendars, including scheduling meetings, appointments, and room reservations
• Assist with general administrative tasks such as filing, data entry, document preparation, and copying
• Support staff with day-to-day office needs and administrative projects as assigned
• Supervise and support front desk staff, including scheduling shifts, assigning daily tasks, and ensuring adequate coverage as needed for operational/on-call demands
• Participate in hiring decisions, including interviewing, training plans, and onboarding new front desk staff
• Manage workflow prioritization, redistributing tasks during peak periods or staffing shortages
• Ensure proper handoff between shifts, maintaining continuity of correspondences and service
• Assist with vendor relationships by coordinating access, scheduling services, and communicating needs
• Serve as a point of contact for vendors arriving on-site and notify appropriate staff
• Help track basic vendor information and follow up as needed
• Assist with ordering and maintaining office and front desk supplies
• Support the Jenny Boyd Keys of Hope Program by assisting with front desk and building access needs for residents
• Help ensure new residents are set up to access the building, including coordinating entry credentials and orienting residents to front desk procedures
• Serve as a welcoming point of contact for residents and direct questions or concerns to appropriate program staff
• Maintain confidentiality, professionalism, and a trauma-informed approach when interacting with residents and handling sensitive information
• Communicate clearly and professionally with staff, vendors, and the public
• Route messages and requests efficiently to ensure timely follow-up
• Support a collaborative, respectful, and mission-driven office environment

Benefits

• Comprehensive health, dental, and vision insurance
• Short-term and long-term disability coverage
• Life insurance
• Employee Assistance Program (EAP)
• Eligibility for Public Service Loan Forgiveness (PSLF)
• Competitive retirement plan with employer contribution
• Generous paid time off, including vacation, sick leave, mental health days, 10 holidays, and office closure between Christmas and New Year’s

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 11-50 employees