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Front Office Coordinator

4 months ago

Birmingham, United States Father Nature Landscapes Full time

With a knack for keeping things-and people-organized, you ensure the office operations run smoothly at all times. Your ability to manage systems, empathize with others, communicate effectively, and cultivate a welcoming atmosphere will allow you to help shape and propel our vibrant organization into the future.

Objectives

  • Greet office visitors and callers, making them feel welcome and comfortable, answering any questions, and transferring callers to the appropriate lines
  • Support the staff as needed by completing various general administrative tasks, such as creating documents, proofreading, sending communications, and filing
  • Manage company-wide communications, such as memos, announcements, and invitations
  • Schedule company-wide events and meetings that take place in shared spaces, ensuring no overlap
  • Maintain office supplies and equipment, placing orders for refills and servicing
  • Provide direct administrative support to the COO.
Duties and Responsibilities

Reception
  • Warmly welcome guests as they arrive at the office, answering questions accurately and directing to the appropriate staff member
  • Warmly engage callers using proper phone etiquette and clear articulation. With accuracy, speed, and courtesy, answer and route all incoming calls using our multi-line telephone system.
  • Provide basic and accurate information to each guest/caller. When necessary, refer non-routine, sensitive, or complex requests for information to the appropriate manager
  • Warmly interact with vendors, clients, and co-workers: on the phone, in person, and via email
  • Ensure reception area is organized and welcoming, with all pertinent print pieces and materials (i.e., pens, forms)
  • As the first contact for sales, gather pertinent information from new leads to assist in qualifying.
  • Input client information into project management software and CRM.
  • Provide weekly and/or monthly reports, as assigned.
Office Coordination
  • Ensure the front areas of the office are tidy with the equipment and floor free of clutter. This includes but is not limited to the front lobby, reception area, conference room.
  • Organize and print forms as needed.
  • Order office supplies and keep inventory of stock
  • Offer administrative support across the organization by updating calendars, scheduling meetings, providing copies, and filing documents
  • Receive, sort, and distribute daily mail and deliveries
Administrative Support

In direct support of Father Nature COO, you will work diligently to accomplish the following:
  • Maintain files, databases, and archives of relevant records
  • Manage email, voicemail, and text messaging systems for executive
  • Write and distribute emails and other correspondence for executive
  • Liaise with entire staff to handle requests and queries from senior executive
  • Act as the point of contact for a selection of clients in the executive's portfolio
  • Complete administrative duties such as typing, copying, binding, and scanning
  • Consolidate a variety of data into appropriate locations for ongoing retrieval (i.e., Dropbox)
  • Organize and schedule client appointments, various staff meetings, travel, and other group activities
Skills
  • Excellent customer service
  • Professional attitude and appearance
  • Management of stress, conflict, and time
  • Excellent listening and interpersonal skills
  • Excellent communication-both written and verbal
  • Ability to be resourceful and proactive while prioritizing tasks
  • Efficiency, adaptability, and organization to streamline office procedures
  • Hands-on experience with office equipment (i.e., printers, telephone systems
Requirements
  • 2 years of similar experience preferred
  • Proficiency with GoogleSuite and MS Office
  • Working knowledge of office equipment such as printers and telephones


Hours & Compensation

Salary ranges in accordance with experience, certifications, and education. And, we provide amazing benefits like comprehensive health care, retirement packages, incentivized goal achievement, paid vacation, and paid holidays. You will also receive continual training that allows you to advance your career while strengthening the Father Nature team.