Front Office Coordinator

TURNING POINT INC•Mount Clemens, MI

2d•$18 - $19•Onsite

About The Position

The Front Office Coordinator is the first point of contact for Turning Point, Inc., providing a welcoming and professional experience to visitors, survivors, callers, and other members of the public. The role answers inquiries about organizational resources and services, greets visitors, transfers calls, and completes front-desk and administrative activities. It also provides administrative support to Human Resources, including auditing personnel files, conducting phone screenings and reference checks, and assisting with payroll. The position requires customer-service experience, proficiency with standard office equipment and Microsoft Office, and strong communication, organizational, and time-management skills. The Front Office Coordinator supports the agency’s mission and policies, maintains confidentiality and records, handles mail and deliveries, supports office security and upkeep, monitors supplies, and provides clerical and secretarial assistance. The role also coordinates emergency drills, assists with recruitment and bi-weekly payroll, and collaborates with staff and other programs. This is an in-person position, Monday through Friday, 9 a.m. to 5 p.m. The role requires reliable transportation and the ability to travel to multiple sites, flexibility in schedule, work location, and job function, and availability for unscheduled emergency call-ins when necessary. A central registry and criminal background check are required as a condition of employment. The position has no supervisory responsibilities.

Requirements

Associate degree in a related field and/or equivalent experience preferred.
Two years of administrative work experience preferred.
Strong customer-service skills and knowledge of customer-service principles and front-office operations.
Proficiency in Microsoft Office, including Word, PowerPoint, Excel, and Outlook.
Ability to operate standard office equipment, including photocopiers, scanners, fax machines, voicemail systems, and personal computers.
Excellent verbal and written communication skills, strong organizational and time-management skills, attention to detail, and problem-solving ability.
Ability to work independently, prioritize tasks, and work in a fast-paced office environment.
Ability to work with diverse populations and collaboratively in a mission-driven environment.
Familiarity with equity, inclusion, and anti-oppression principles; understanding of trauma-informed principles and accessible, inclusive services for survivors is beneficial.
Reliable transportation, valid auto insurance, a valid Michigan driver's license, and a good driving record; ability to travel to multiple sites.
Flexibility in schedule, work location, and job function, and willingness to be available for unscheduled emergency call-ins when necessary.
Must pass central registry and criminal background checks as a condition of employment.
Ability to lift 20 pounds.

Nice To Haves

Associate degree in a related field and/or equivalent experience.
Two years of administrative work experience.
Understanding of trauma-informed principles and the organization's commitment to accessible, inclusive services for survivors.
Experience contributing in nonprofit or human-services environments that support vulnerable populations.

Responsibilities

Implement the agency and program mission and empowerment philosophy, and administer agency policies, procedures, and protocols.
Maintain confidentiality, recordkeeping, and professional ethics.
Answer phones, schedule appointments, maintain records, and perform other administrative tasks.
Record financial transactions and conduct banking transactions.
Greet and welcome visitors, direct them to the appropriate person or office, and provide accurate basic information in person, by phone, or by email.
Answer the multi-line phone system and direct calls to the appropriate department; update phone extensions, add new employees to the phone system, and set up conference calls as needed.
Receive, sort, and distribute daily mail and deliveries; post mail at the end of the day, record postage on a spreadsheet, and drop off mail at the post office.
Process packages for FedEx shipping and maintain the resident mail process and client pick-up file at the front desk.
Accept donations, provide receipts, and inform supervisors.
Maintain office security by following safety procedures and controlling access through the reception desk.
Maintain the professional appearance of the waiting room, reception area, common area, file room, conference room, kitchen, and restrooms; update and distribute the weekly kitchen-duty reminder.
Update and print daily sign-in sheets as needed.
Monitor and order agency office supplies and printed materials, including business cards, stationery, and brochures.
Serve as Emergency Response Coordinator, facilitate quarterly fire and tornado drills at the Admin/SHR site, and keep records of drills.
Provide secretarial support to Management, including letter composition, word processing, data entry, and meeting preparation.
Perform clerical duties such as filing, photocopying, transcribing, and faxing.
Alert the Director of Administration to personnel or building issues and notify the Director of Administration or Chief Executive Officer of emergencies that may affect staff or clients.
Audit and update personnel files, including background checks.
Assist with recruitment and hiring, including resume screening, phone screenings, and reference checks.
Support processing of bi-weekly payroll.
Participate in applicable staff, committee, and other necessary meetings.
Build respectful working relationships with staff to support service improvement and interdepartmental program development, and cooperate with other Turning Point programs to achieve organizational goals.
Perform other duties as assigned by the Director of Administration.