Office Manager
2 months ago
Job title: Office Manager
Department: Administrative Support
Position Summary
The office Coordinator (Reception) manages the reception area by handling incoming calls and other communications, greeting clients and visitors, scheduling appointments, and welcoming visitors. Oversees meeting room management, mail management, office administration with ordering of supplies and supports the organization as member of the Planning & Recognition Committee. Other duties include helping organize conference events hosted by Goodwill Industries of Dallas, Inc.
Goodwill Dallas seeks to create an inclusive and dynamic team environment where people of diverse backgrounds, experiences, abilities, and perspectives can thrive and have a positive impact to achieving our mission. This job posting generally captures the key duties and qualifications for the role but is not considered to be all inclusive. If this opportunity and the Goodwill Dallas mission speak to you, we encourage you to apply.
Overview of Goodwill Industries of Dallas, Inc.
Goodwill Industries of Dallas, Inc. exists to help persons with disabilities and other barriers to employment get jobs so that each can experience dignity, purpose, and self-sufficiency. Goodwill does this by helping people build skills, find jobs and reach their goals in life through a donated goods business, workforce development and other social enterprise models. Here are our core beliefs:
- We believe each person has unique abilities and can make a meaningful contribution in life.
- We believe jobs are transformational to individual lives and communities.
- We believe in a hand up, not a handout.
Goodwill Dallas achieves its mission by helping people build skills, find jobs, and ultimately reach their goals in life, through two closely integrated programs:
- The Donated Goods Program provides direct employment through the recycling and reselling of material donations across 18 stores and a 175,000 sq. ft. warehouse.
- The Workforce Development Program assists clients with assessments, education, job readiness training, coaching and career placement.
There are over 220,000 individuals with disabilities in the north Texas region. Only 90,000 have jobs. Last year, Goodwill Dallas placed over 1,000 individuals with jobs - earning more than $22 million in wages. Since 1923, Goodwill Dallas has served over 100,000 individuals in the North Texas community.
Goodwill Dallas is a 501(c)3 organization providing direct employment across eight counties, 18 stores, 6 stand-alone donation centers, and 1 regional hub. The organization is governed by a 56-member Board of Directors and employs over 600 staff.
Duties and Responsibilities:
Reception Area Oversight
- Manages / covers front door access and open and close reception lobby for business each day.
- Greets visitors and clients appropriately, determines nature of business, and announces visitors to appropriate team members.
- Answers multi-line phone system promptly and professionally with incoming calls, determines purpose of calls, and forwards calls to the appropriate person or department.
- Manages the use of automated messages including weather announcements using the phone system
- Handles caller's inquiries and / or reception traffic about the company and provides callers with address, directions and other information.
- Maintains security by following procedures include monitoring visitor logbook.
- Maintains reception area to ensure it is clean and organized.
- Provides excellent customer/client service to both internal and external clients.
- Follow up with owners and track completion of compliance items
- Handles all calls on customer/donor feedback and helps IT Analyst create a monthly summary from the customer and donor feedback tools
- Maintains and monitors conference room calendars.
- Coordinates timely set up and breakdown in all conference rooms for depositions, meetings, conferences and other business-related activities including ordering or meals (if needed) and assistance with audio visual equipment.
- Oversees the distribution of incoming and outgoing mail to include receive, sort, distribute and prepare outgoing mail for pick-up or courier e.g., metering outgoing mail and sorting & distributing incoming mail; processing FedEx, UPS, and messenger packages by recording on package log and distributing items.
- Manages ordering and stocking supply rooms, and copy rooms to ensure all needed supplies are readily available for our office personnel.
- Manages ordering business lunches for key events / meetings and ordering cookouts supplies for key company events (e.g., coffee / snacks, etc.).
- Manages document retention for all office supplies.
- Manages overall travel arrangement for hotels, transportation, dinners, etc.
- Organize and assist other special projects as needed.
- Assists in planning, coordinating, and implementing initiatives with the Planning Committee & Recognition Program.
- Prepare employee recognitions such as anniversary cards, etc.
- High School Diploma or Equivalent Certificate required.
- Five or more years previous experience working in an administrative support type roles.
- Excellent interpersonal and customer/client service skills.
- Excellent communication skills, written and verbal.
- Strong problem-solving and decision-making skills.
- Proactive and self-directed.
- Ability to read, respond timely/accurately to and organize a high volume of emails.
- Ability to relay information promptly and accurately.
- Ability to work on multiple tasks.
- Good organizational skills including filing and calendaring.
- Ability to keep work area organized and tidy.
- Pleasant and clearly understandable phone voice.
- Ability to sit at a desk for one or more hours at a time.
- Customer service and the ability to handle difficult situations professionally.
- Ability to operate personal computer and other equipment in the office, including (but not limited to) multi-line phone system, presentation equipment, copier and scanner.
- Proficient with Outlook, Excel, Word, PowerPoint.
- Good typing speed with few errors.
- Excellent proofreading skills.
- Time management skills and ability to work independently as well as with a team.
- Regular, predictable and punctual attendance.
- Occasionally lift up to 25 pounds.
- Office Hours 8am - 4pm Monday to Friday (working paid lunch at desk and two 15-minute paid breaks).
Goodwill is an equal opportunity employer. We value diversity and are committed to creating an inclusive workplace for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status."
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