Receptionist\\Office Manager

Volunteers of America Delaware Valley•Camden, NJ

19h•Onsite

About The Position

The Receptionist/Office Manager is responsible for providing continuous telephone coverage during office hours, processing incoming and outgoing mail, receiving and directing visitors, and handling basic office tasks. This role requires maintaining client and staff confidentiality, organizing meetings, managing office supplies, ensuring a safe and clean work environment, and assisting administrative staff with various clerical functions. The position also involves coordinating meetings, preparing documentation, assisting with board meetings, organizing employee engagement activities, and managing expense reports. The role requires occasional physical demands such as stooping, reaching, and lifting up to 25 lbs.

Requirements

Minimum of high school diploma or a GED.
Effective written and verbal communication skills.
Ability to interact appropriately with clientele.
Knowledge of Microsoft Office Suite (Word, Excel), PowerPoint, Excel and basic office equipment.

Nice To Haves

Previous work experience in human services preferred but not essential.

Responsibilities

Interact verbally and nonverbally with all clients, staff, and outside contacts professionally with respect and courtesy.
Maintain client and staff confidentiality in compliance with administrative policies and procedures.
Attend and organize regularly scheduled staff meetings, supervisory conferences, training sessions and meetings as required.
Answer and route telephone calls to the appropriate department or administrative staff, warm transfer when appropriate if not applicable take and distribute message. Greet all visitors in a pleasant and professional manner.
Maintain and distribute in-coming and out-going mail. Date stamp as it arrives and place in the appropriate department mailbox.
Take inventory of office supplies, maintaining all supply closets in an orderly manner. Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies.
Protect employees and visitors by maintaining a safe and clean building.
Direct potential donors (with exception of real estate, monetary, vehicle donation, or other sources of relevance) as directed.
Ensure proper training, maintenance and use of office equipment (i.e., phone system computers, printers, postage meter, etc.).
Facilitate the Administrative Staff meetings held monthly.
Assist Administration staff with all clerical functions as deemed necessary, including assisting HR with processing paperwork and onboarding tasks.
Responsible for the setup, clean up and up-keep of both the Camden and Collingswood Board Room whenever utilized for the purposes of Board and Committee meetings. Assure that room is supplied with necessary staples.
Maintain office efficiency by planning and implementing office system layout and equipment/furniture procurement when deemed appropriate.
Report concerns of Janitorial Service to vendor ensuring the that health and safety of the offices is maintained at all times.
Maintain filing system of all documents relative to this position.
Maintain office cleanliness (i.e., receptionist area and supply closet). Ensure that no boxes/packages are left in areas that can be safety hazardous.
Assist in the preparation of memorandum, reports, and letters needed by the administrative staff as assigned by the Executive Coordinator to the President/CEO.
Assist all departments when needed which may include but not be limited to filing of all data, forms and correspondence. Perform these functions while maintaining coverage at the Receptionist desk.
Coordinate meetings, conference calls or virtual meetings as assigned by Office of the CEO, COO or other Executive Team members. Prepare agenda and supplemental documentation for distribution, take minutes if necessary.
Assist Sr. Executive Coordinator in the preparation for Board Meetings – gather necessary board reports, create board packets and take minutes.
Organize Annual Holiday luncheons and employee engagement activities.
Assist the Sr. Executive Coordinator in competing weekly expense reports and monthly expense reports for the CEO.
Assist the Sr. Executive Coordinator in updating the Board manual as necessary.
Assist Executive Coordinator in updating National Charter site as needed and ensuring deadlines are met.
Assist the Office of the CEO with check requests for various fundraising events, donations, etc.
Other duties as assigned by the Office of the CEO or office of the COO.