Receptionist Coordinator

Position Summary: The role involves providing essential administrative, clerical, and secretarial support to a designated department. Responsibilities encompass drafting correspondence, managing phone communications, offering information to callers, and organizing appointments. This position may act as the primary contact and information source for the assigned unit or program, with potential supervisory responsibilities over junior staff.

Key Responsibilities:

• Front Desk Operations: Welcome visitors, ascertain the purpose of their visit, and guide them to the appropriate destinations.
• Appointment Management: Utilize specialized software to coordinate appointments with clients.
• Data Management: Adhere to organizational protocols for data entry and maintenance.
• Financial Transactions: Collect fees for services rendered by the program.
• Clerical Duties: Exercise independent judgment to perform various clerical tasks, including document distribution, record-keeping, and filing.
• Documentation: Complete forms according to established procedures and maintain organized personnel and administrative files.
• Communication: Utilize Microsoft Office to draft, type, and circulate meeting notes, routine correspondence, and reports.
• Mail Management: Open, sort, and route incoming mail and emails, ensuring confidentiality is maintained.
• Reporting: Prepare and disseminate necessary reports to relevant personnel.
• Supervisory Duties: Oversee lower-level staff as needed, providing guidance and support.

Team Collaboration:

• Work collaboratively with colleagues to achieve shared objectives.
• Maintain a respectful and friendly demeanor towards all individuals.
• Focus on the agency's goals and mission.

Required Skills and Qualifications:

• Proficient in general office procedures, including typing and filing.
• Familiarity with agency policies and procedures.
• Proficient in Microsoft Office and scheduling software.
• Strong communication skills, both verbal and written.
• Ability to prioritize tasks and meet deadlines effectively.
• Experience in customer service and office environments.

Work Environment: This position is primarily office-based, with some potential for minor travel.

Physical Requirements: The role may require walking, sitting, standing, and occasional lifting of up to 15 pounds. Reasonable accommodations may be made for individuals with disabilities to perform essential functions.