Main Office Receptionist
2 weeks ago
Job Title: Main Office Receptionist
Date: 5/6/24
Job Class: Administrative Support (Full Time, Full Year)
Salary Type: Hourly, Non-Exempt
Reports to: Office Manager/HR Director
SUMMARY:
The role of the Main Office Receptionist is vital as he/she is the first point of contact for our church and academy ministries. This position greets our guests in-person or by phone, making them feel welcome, and directs them to the appropriate party. He/she also provides administrative support for all church ministries including the academy. Success is defined by commitment to church and academy families and supporting all employees.
SPECIFIC RESPONSIBILITIES:
- Manage the front desk activity during the day:
- Creates a warm, welcoming atmosphere throughout the main office area. Actively engages with visitors and the community throughout the day; including those that enter the building regularly (families, staff, church members) in a friendly way.
- Effectively assists visitors and telephone callers in professional, friendly manner.
- Maintain a clean and organized office space for the front desk and lobby area.
- Ensures visitors sign in and wear name tags, including welcoming families touring the school.
- Directs vendors to appropriate staff.
- Accepts package deliveries and handles pick-ups from carriers such as UPS and Federal Express. Contact staff regarding deliveries.
- Sorts and distributes all mail/special mail received for church and school.
- Maintains staff breakroom by stocking beverages and making coffee as needed throughout the day.
- Provide administrative support to the church and school:
- Coordinate late and early absences and maintain attendance records in RenWeb.
- Maintaining all office supply inventories and placing replenishment orders regularly.
- Coordinate the maintenance and repairs of all office equipment.
- Assists in processing of communications for church and academy.
- Responsible for maintaining the staff directory and updating the phone system for new or departed staff.
- Maintains weekly Sunday and Wednesday church electronic attendance records and submits numbers as needed to Communications Director.
- Maintain list of prayer requests and send out weekly through Realm. Write and send out cards to those who are prayed for during staff meetings.
- Support the grief and hospitalization ministry by maintaining records of deaths, surgeries and hospitalizations, and report to Pastoral staff, as needed. Call hospitals for patient room numbers to assist pastors with hospital visits. Maintain follow up for deaths by ordering flowers/cards for family members as well as notifying the hospitality team to coordinate meals.
- Provide any additional administrative support as directed by your Supervisor.
- Supports building operations:
- Helps all teachers/staff communicate with academy/operations staff regarding matters needing immediate attention (radio for clean-ups, supplies needed, room set up, especially during the busy school day, special events at the church and Sunday morning).
- Communicates scheduled and intermittent mass communications using phone and radio systems.
- Creates excel spreadsheets and reports as directed.
- Provides other administrative support to church and academy operations as available and needed.
QUALIFICATIONS and SKILLS:
- Minimum of 1-3 years of experience in office reception and/or similar hospitality position
- Friendly personality who enjoys working with people.
- High level of professionalism and courtesy.
- Thrives in fast-paced environment.
- Excellent time management skills.
- Excellent verbal and written communication skills.
- Minimum high school diploma or GED.
- Exceptional knowledge and understanding of office organization and support.
- Church membership at First Baptist Powell (PREFERRED), but not required.
- Proficiency in Microsoft Word and Excel as well as standard computer programs.
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