Reception Operations Coordinator
2 weeks ago
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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