Office & Intake Administrator

MERCY MULTIPLIED AMERICA • Nashville, TN

1d • $20 - $21 • Hybrid

About The Position

Be the welcoming face of our organization and the first point of connection in each applicant’s journey—setting the tone with professionalism, warmth, and care. In this role, you’ll keep our front office running smoothly while guiding applicants through a thoughtful, detail-driven intake experience that truly makes an impact.

Requirements

• Bachelor's Degree preferred but not required. High school diploma or GED required.
• Professional appearance is required for this position as it is often the very first impression one has of the ministry.
• Excellent interpersonal skills required.
• Must be able to handle multiple phone lines in a professional and courteous manner while displaying patience and compassion.
• Exceptional communication skills are required (written and verbal).
• Must be dependable and able to work alone.
• Intermediate experience in Microsoft Word, Excel and Outlook.

Responsibilities

• Answer phones in a professional manner and direct calls to appropriate staff.
• Knowledgeable concerning procedures for handling certain types of phone calls and requests.
• Ensure that staff providing relief for reception duties are kept up to date on rules and procedures.
• Manage the Info email account, including replying to general inquiries and forwarding other inquiries to the appropriate staff.
• Receive visitors in a polite and courteous manner and notify the appropriate person or department of their arrival. Customer service is of the utmost importance.
• Sign receiving slips for all deliveries (UPS, Federal Express, office supplies, etc.) when the mailroom staff is unavailable and contacts the appropriate department for pickup.
• Stock supplies such as forms used in reception area, bottled water and other kitchen supplies, and notify the appropriate staff when supplies are low.
• Maintain a clean and orderly workspace in the reception/lobby area, 1st floor conference room, kitchen, and break room.
• Update pictures of current residents in the corporate prayer room.
• Schedule all corporate and Nashville home tours.
• Oversee conference room reservations, corporate vehicles reservations, staff prayer list, staff devotion schedule, and staff directory.
• Respond to general inquiries received via mail.
• Assist other departments as needed and complete other duties as assigned.
• Provide administrative support for the Intake Department.
• Manage the Intake email account, including replying to general inquiries and forwarding other inquiries to the appropriate staff.
• Complete daily courtesy calls and emails to new applicants and schedule their inquiry call.
• Complete a second courtesy call weekly for applicants who have not scheduled their inquiry call.
• Schedule Getting to Know You calls as requested by Intake staff.
• Inform Intake Supervisor of pregnant and other notable applicants within the same day the application was completed.
• Respond to international applicants to refer and close their files.
• Send encouragement cards by mail to applicants.
• Accept ETO referrals for all residential homes.
• Review requests from applicants to reapply and provide instructions for their next steps.
• Upload applicants’ pictures to ETO.
• Manage the texting account to correspond weekly with active applicants, respond to any general inquiries, and forward additional inquiries to the appropriate staff.
• Additional duties as assigned.

Benefits

• Health, vision, and dental benefits offered to full-time employees
• Life Insurance
• 401K benefits
• PTO, Holidays and generous bonus days at Christmas
• Business casual dress code
• Work-life balance
• Opportunities to exercise your faith working alongside a supportive team of believers
• Attend sessions led by dynamic Bible teachers and Christian speakers and authors brought in from all over the world

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED