FRONT OFFICE COORDINATOR (Full-time)

YWCA South Florida•Miami, OK

7d•Onsite

About The Position

Responsible for receiving visitors, answering telephone, handing mail, photocopying, faxing, and administering related front office activities.

Requirements

High School graduate required with a minimum of two (2) years of front office experience, public relations or related customer/client service experience.
Ability to read and comprehend instructions, correspondence, and memos.
Ability to write correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to count large cash and/or checks.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.
Basic knowledge of Microsoft Office word processing and spreadsheet software.
Outlook a must.
Must be willing to learn telephone and alarm system software.

Nice To Haves

Associate degree preferred
Bilingual skills in Spanish and Creole preferred.
Powerpoint a plus

Responsibilities

Greets all visitors in a professional manner, determines their needs, and directs them to the proper person and/or department.
Operates telephone system to relay incoming and interoffice calls. Maintains employee phone directory.
Works with IT Coordination of support for the agency with COO and/or designee and tracking monthly support log.
Oversees agency-wide order and purchase of supplies, specifically office supplies; lead agent for all Office Depot and Amazon relations securing delivery to YWCA approved locations; supports working alongside Executive Office and/or Finance to secure timely payment and tracking of PO's as prepared by program staff.
Supports HS Gerry Sweet Director on any needs with children/families and activities such as calls, documentation, and input as is feasible during front desk coverage.
Receives, sorts, and posts all incoming mail from US Post. Office, FedEx, and other courier services and receives all outgoing mail daily.
Provides immediate notification to appropriate parties for incoming faxes and deliveries (FedEx, certified mail, and other courier deliveries).
Maintains confidentiality of any incoming or outgoing mail, faxes, emails, and other correspondence.
Receives and sends documents via fax and keeps records for billing purposes. Arranges for pick-up of special courier correspondence for headquarters as needed.
Prepares a check log for incoming payments received in the mail and delivers to Finance daily; includes tracking/scanning to all parties via email communication.
Ensures guests sign in and provides visitor passes
Ensures that reception area is neat and orderly.
Maintains calendar of events and room usage for both IG and Weeks sites, including internal staff and external parties.
Processes room rental requests to COO and/or designee for approval.
Tracks repair requests for office and related equipment located at this facility, including but not limited to fax, vending machines, and the voicemail phone system.
Updates the lobby bulletin board on recent events as approved by management.