Y Experience Visitor Coordinator

YMCA of San Diego County•San Diego, CA

10d•$23 - $27•Onsite

About The Position

The Y Experience Visitor Coordinator is dedicated to ensuring the smooth operation of the Front Office area. This position serves as the primary point of contact and first impression for all visitors, staff, and the public, managing the flow of people and communications efficiently. The Y Experience Visitor Coordinator is responsible for greeting and directing visitors, managing incoming communications, overseeing access control, and providing general administrative support. In addition, a portion of the role may involve executing collaborative marketing projects and reporting, and providing low-level, internal technical assistance, such as managing user logins and software support. This role ensures seamless operational efficiency and delivering excellent customer service as the face of the company. For information on Y Employee Perks, click on this link: Employee Benefits | YMCA of San Diego County (ymcasd.org) Schedule Location: Association Office

Requirements

Associate’s degree, OR 2+ years’ of equivalent related experience required
4+ years' of experience working in public administration, front desk reception, office administration, or related field
Must include experience providing customer service, managing multi-line phone systems, and handling confidential information
Licensing, state law and our government funders require that staff within YMCA of San Diego County be fingerprinted, prior to reporting to work, and include subsequent arrest notifications
CPR/AED, and First Aid Certification, must include Adult and Child/Infant, obtained within 30 days of hire and must be from one of the following certifying organizations: American Red Cross American Heart Association American Safety & Health Institute
YMCA will consider qualified applicants with a criminal history pursuant to the San Diego County Fair Chance Ordinance and the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the YMCA is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Ordinance by visiting the San Diego County Office of Labor Standards and Enforcement

Responsibilities

Reception & Visitor Management: Serves as the primary point of contact for all visitors to the Front Office including greeting and directing staff, volunteers, and guests, managing front desk security protocols, operating access control systems (e.g. intercom, badges), and notifying staff promptly of guest arrivals.
Phone Response: Answers, screens, and directs all incoming phone calls, responds to general inquiries via phone and email, and serves as a communication backup for branch calls.
Security & Safety Coordination: Follows established procedures for office admittance and access control. Maintains current staff and emergency contact lists, assists with fire and evacuation drills, and immediately reports any security concerns.
Maintains general office operations: Includes receiving, sorting, and distributing incoming mail and packages, and coordinating outgoing shipments.
Y Ambassador: Displays a cursory knowledge of the YMCA of San Diego County's mission, services, programs, and community resources to provide accurate general information to the public.
Inventory & Procurement: Manages and maintains adequate inventory of breakroom and general office supplies. Sources and orders necessary supplies within budgetary guidelines, verifying the accuracy of orders and invoices upon receipt.
Conference Room Management: Schedules and coordinates conference room bookings, ensuring rooms are prepared, organized, and equipped prior to meetings. Supports special meeting needs, including setting up equipment or coordinating catering.
Technology & Digital Support: Provides low-level technical support for basic office systems, staff logins, and digital platforms (e.g., T-Rec, My Community). Assists with minor updates to digital communications or website content as requested.
Marketing Collaboration: Collaborates with Marketing team members to execute a variety of new and ongoing marketing projects, provides regular reporting on assigned marketing projects, and supports other marketing team members as needed.
Office Assistance: Coordinates travel arrangements, organizes meeting logistics, and provides administrative support for office events and projects as needed.
Exceptional customer service soft skills and an approachable, professional demeanor to provide a welcoming experience for all staff, members, volunteers, vendors, and guests.
Strong verbal and written communication skills, with the ability to effectively present information clearly and professionally to a variety of internal and external audiences, including senior management.
Ability to manage multiple simultaneous tasks and time, prioritize competing tasks, maintain attention to detail to meet deadlines, manage multi-line phone systems, and handle confidential information.
Proficiency with Microsoft Office Suite (e.g. Outlook, PowerPoint, Word, and Excel), CRM software, and virtual meeting platforms (e.g. Zoom and Microsoft Teams)
Other duties as assigned.