Front Office Coordinator

1 week ago

Jacksonville, Florida, United States Vaco Full time

Vaco Staffing is seeking an Administrative Reception Specialist for a prominent builders association within the non-profit sector.

Position Overview:

We are in search of a proactive and meticulous Administrative Reception Specialist to support the non-profit division of our esteemed builders association. This position will act as the initial point of contact for our organization, managing a variety of administrative responsibilities, including handling incoming calls, facilitating network and sponsor events, and overseeing communication with donors and builder partners.

Core Responsibilities:
  • Reception Duties:
    • Professionally answer and route incoming phone calls.
    • Welcome and assist visitors, ensuring a friendly and positive atmosphere.
    • Oversee office mail, deliveries, and general inquiries.
  • Administrative Assistance:
    • Provide comprehensive administrative support to the non-profit division, including scheduling meetings and managing calendars.
    • Assist in the preparation of reports, correspondence, and various documents as required.
    • Maintain inventory of office supplies and order materials as necessary.
  • Event Management:
    • Assist in the planning and execution of network and sponsor events, including logistics, invitations, and on-site support.
    • Coordinate with vendors, sponsors, and participants to ensure successful event execution.
  • Communication with Donors and Partners:
    • Make and return calls to donors, builder partners, and other stakeholders, providing updates and gathering necessary information.
    • Maintain accurate records of interactions and contributions.
    • Help manage donor and partner databases, ensuring information is current and precise.
  • Additional Responsibilities:
    • Assist with various administrative tasks and projects as assigned by the supervisor.
    • Foster a positive team environment and contribute to organizational objectives.
Qualifications:
  • Education: High school diploma or equivalent; associate's degree or higher preferred.
  • Experience: Minimum of 2 years in a receptionist or administrative support role, ideally within a non-profit or similar environment.
  • Skills:
    • Exceptional verbal and written communication abilities.
    • Proficient in Microsoft Office Suite (Word, Excel, Outlook) and familiar with office equipment.
    • Strong organizational skills with a keen attention to detail and the capability to manage multiple tasks concurrently.
    • Ability to maintain confidentiality and handle sensitive information appropriately.
    • Professional demeanor with a commitment to delivering outstanding customer service.
  • Additional Requirements:
    • Willingness to work occasional evenings or weekends as necessary for events.
    • Ability to work independently as well as collaboratively within a team.

Vaco values diversity in the workplace and strongly encourages applications from women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment based on race, color, sex, religion, national origin, age, disability, veteran status, or any other protected characteristics as required by law.

Vaco LLC and its affiliates are committed to the full inclusion of all qualified individuals. We will ensure that persons with disabilities are provided reasonable accommodations to participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment.

Privacy Notice

Vaco LLC and its affiliates respect your privacy and are committed to providing transparent notice of our policies.

Pay Transparency Notice

Compensation for this role is determined by various factors including individual skills, experience, training, and other business needs. As required by local law, Vaco provides a salary range that reasonably estimates the base compensation for this position.

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