Part-Time Front Desk Assistant

The Front Desk Assistant is responsible for setting an individual’s first impression of The Alliance Center,—the LEED Platinum coworking and event space—and for representing The Alliance Center’s unique culture of connection, caring and impact. This position is the face of our community and is responsible for giving visitors a positive experience by assisting with way-finding and informing them of The Alliance Center’s mission and purpose. The position also provides critical operational support for all of The Alliance Center’s key building operational systems. The Front Desk Assistant’s attention to detail, hands-on troubleshooting, and behind the scenes support helps to ensure The Alliance Center’s spaces and services operate reliably and efficiently for its customers. Reporting to the Senior Director of Operations, this person in this role will provide key backend administrative support for our entire organization that enables greater organizational impact through increased operational efficiencies. This is a critical role and we are looking for a unique person to join our team who enjoys engaging people as well as doing detail-oriented work and making processes more efficient.

Description

Position Responsibilities

Front Desk Responsibilities

• Opens and closes The Alliance Center daily at 8:30am and 5:00pm. Verifies systems are operating without issues, spaces are clean and there are no timely, unresolved customer requests. This position will support a broad range of duties but will be supported by other staff members.
• Accountable for providing a professional and welcoming visitor experience by staffing The Alliance Center’s welcome desk and serving as the primary customer facing team member during business hours. Provides exceptional customer service while ensuring all visitors feel welcome and can get where they need to go quickly in accordance with The Alliance Center’s visitor policy.
• Orients new coworking space members, tenants, and event space users (as needed).
• Answers phone and responds to general email inquiries.
• Manages mail and package collection, notification and distribution.
• Owns the appearance of the information desk, kitchen, café, hard to recycle station, upper floor kitchenettes, and other high traffic areas, ensuring spaces are tidy. Includes putting away dishes, periodic fridge clean outs, and conference room restocking.
• Addresses timely customer needs including, but not limited to, conference room troubleshooting and tech support, printer troubleshooting, parking lot questions, and meeting room scheduling conflicts.

Building Operational Support Responsibilities

• Supports in onboarding new tenants as well as offboarding departing tenants. Includes preparing key cards and updating tenant records.
• Supports in maintaining tenant records including drafting space agreements, insurance records, key card and phone records, and tenant contact info.
• Supports our Hard to Recycle Station, regularly sorting recyclables and coordinating volunteers and large drop offs.
• Supports the event space in responding to high level inquiries, occasional event coverage or resets.

Full Staff Administrative Support Responsibilities

• Provides organization-wide administrative support. Includes items such as office supply management, staff recognition, full staff meeting logistics.
• Creates and sends donor acknowledgements and thank-you cards.
• Maintains the “Events” section of our website.
• Supports Salesforce database data integrity through data entry and routine, proactive data cleanup.
• Supports in maintaining an organized, efficient shared file storage system.
• Assists with special departmental projects. This is an ongoing need with expectation of always supporting at least one project at a given time. Examples include drafting building policies or preparing profiles for prospective board members.

Required And Preferred Competencies

Required Competencies

• Enjoys connecting with diverse groups of people and providing exceptional customer service; has excellent people skills including the ability to easily build rapport with others
• Passionate about sustainability and equity issues
• Tech savvy and confident learning and using new technology systems
• Calm under pressure and a problem solver
• Comfortable and confident answering the phone and speaking with members of the public
• Ability to function efficiently in a fast-paced and dynamic environment; able to professionally handle frequent interruptions
• Excellent organizational and time management skills with ability to prioritize and work independently and manage multiple priorities and deadlines

Preferred Competencies

• Strong communication skills – both oral and written.
• Database experience, particularly with Salesforce, is highly preferred.
• Proficiency in Excel and Google Apps and familiarity with other cloud services.

Classification, Schedule, Compensation & Benefits:

• This is a part-time, hourly, non-exempt, permanent position requiring at least 24 hours/week from 8:30am to 5:00pm Tuesday through Thursday, with a 30-minute unpaid lunch break daily
• Occasional additional days or hours (including evenings and weekends) may be requested but not required
• The wage is between $21 and $23 per hour, dependent on qualifications
• The Alliance will reimburse the employee for public transportation costs

Position Conditions:

• This position requires the candidate to have reliable transportation to/from work in order to open and close the building on time..
• This role requires lifting up to 25 lbs. (moving tables and chairs) with reasonable accommodation if needed.
• The role also requires the ability to lift and move objects weighing up to 25 pounds, as part of event setup and other operational tasks.

The Alliance Center provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or genetics. We encourage applicants from all backgrounds to apply to join our team and help grow a more inclusive climate movement that truly serves all people.

Salary

$21 - $23 per hour