Office Coordinator

People Encouraging People•Baltimore, MD

11d•$0 - $19•Onsite

About The Position

This position is primarily responsible for ensuring a welcoming, positive, person-centered environment using trauma-informed principles and excellent customer service. This role combines front desk responsibilities with client engagement, environmental monitoring, and safety oversight to support the health and well-being of all clients, visitors, and staff. This position plays a vital role in fostering a sense of community while maintaining appropriate boundaries and ensuring compliance with agency policies and safety protocols.

Requirements

Proactive, assertive engagement
Strong interpersonal skills
Communicate clearly and effectively in both written and verbal communication
Professional attitude and appearance
Ability to demonstrate genuine care and concern and develop trust-based relationships
Conflict early identification, de-escalation, and management
Ability to correctly interpret and enforce policies and procedures
Multitasking and flexibility to changing priorities
In urgent situations, ability to function decisively, with authority and be resourceful
Walk and stand for extended periods of time
Lift and carry deliveries, supplies, and other items as needed (up to 25 lbs)
Knowledge and comfort working with individuals with mental health disorders and/or substance use with a non-stigmatizing, supportive approach
High School Diploma and/or equivalent professional experience working in a role related to behavioral health, human services, customer service, or safety/security.
Proficiency in using technology, including Microsoft Office applications, office equipment (printers, fax machines, scanners, etc.)

Nice To Haves

Mental Health First Aid certification
CPR certification
First Aid certification
AED certification
Naloxone and Overdose Prevention training

Responsibilities

Create a warm, respectful, and inclusive front office presence that promotes trust and belonging.
Actively engage clients using trauma-informed communication and relational approaches.
Support clients in integrating into the community with positive behavior and social norms.
Build rapport and mentor clients who may be struggling with group dynamics or behavioral expectations.
Model respectful, non-judgmental, and compassionate behavior at all times.
Implement and monitor check-in/check-out protocols to ensure controlled and safe access to the building.
Conduct regular walkthroughs of interior and exterior spaces (offices, hallways, bathrooms, courtyard, parking lot, exterior grounds etc.) to assess for safety concerns and maintenance needs.
Identify early signs of client distress, crises, or conflict; initiate appropriate support responses and follow de-escalation protocols.
Develop and enforce healthy norms using a harm reduction approach, while ensuring regulatory and standards compliance, for example: Enforcing a no smoking ban within 25 feet of building entrances, while offering smoking cessation support and alternative areas where smoking is permitted.
Conducting bag checks and personal items searches with great care and respect of privacy, explanation of the purpose, and not more than what is necessary to ensure a safe environment.
Removing dangerous items and persons from the premises, such as offering alternatives that reduce harm to people or property.
Actively collaborate with staff to flag potential risks and ensure follow-up with clients.
Answer and direct phone calls, emails, and faxes according to protocols.
Perform office tasks including mail distribution, room restocking, key management, client ID badge creation, and deliveries.
Support managers in implementing building policies and procedures.
Document incidents thoroughly and accurately; participate in follow-up actions as needed.
Maintain confidentiality and share sensitive information only on a need-to-know basis.
Perform other miscellaneous tasks as required by the Office Manager.