Reception Operations Coordinator

2 weeks ago


Brooklyn, New York, United States Children's Aid Society Full time
Position Overview:

The Children's Aid Society is seeking a dedicated Front Desk Receptionist to support our operations team in delivering essential services to families and children. This role is vital in ensuring a welcoming environment and efficient management of daily activities.


Key Responsibilities:
  • Mission Alignment: Promote and embody the organization's Mission, Vision, and Core Values to ensure adherence to established policies and procedures.
  • Reception Management: Maintain a professional reception area and provide coverage, ensuring a positive first impression for all visitors.
  • Guest Interaction: Welcome individuals entering the facility, address inquiries, and issue identification badges for guests.
  • Security Coordination: Assist security personnel by providing directions and notifying staff of guest arrivals.
  • Call Management: Operate a multi-line phone system, directing calls to appropriate extensions, taking messages, and facilitating conference calls as needed.
  • Building Access Monitoring: Keep a log of individuals entering and exiting the premises.
  • Mail and Delivery Handling: Accept and organize deliveries and mail for distribution to the correct recipients.
  • Meeting Coordination: Manage meeting room bookings, utilizing public calendars to optimize space usage and confirm details with clients.
  • Event Support: Coordinate various services for meetings, including audio-visual needs, catering requests, and room setups, while liaising with clients pre- and post-event.
  • Equipment Setup: Ensure functionality of A/V, Wi-Fi, and conference phone systems in meeting spaces.
  • Facility Maintenance: Oversee the cleanliness and order of conference rooms and common areas, reporting any issues to the facilities team.
  • Office Support: Act as a point of contact during the absence of the Office Manager and maintain strong relationships with stakeholders.
  • Additional Duties: Perform other related tasks as assigned.

Qualifications:
  • High School Diploma or GED is required.
  • Bilingual proficiency in Spanish and English is essential.
  • Proficient in Outlook calendar and email management.
  • A minimum of 2 years of experience in a front desk or reception role is required.

Essential Skills:
  • Excellent written and verbal communication abilities.
  • Understanding of the mission of Children's Aid and its relevance to site management.
  • Professional demeanor and appearance are crucial.

The Children's Aid Society is committed to providing equal employment opportunities and maintaining a workplace free from discrimination and harassment. We adhere to all applicable laws regarding non-discrimination in employment practices.


This position may require flexibility in scheduling to support effective collaboration within the team, whether in-person or hybrid.



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