Front Office Coordinator

Job Type

Full Time

Published

08/23/2018

Address

75 Arlington Street
3rd Floor
Boston
MA
02116
United States

Description

Job Description

 

Title: Front Office Coordinator

Department: Strategy and Operations

Reports To:  Senior Manager, Facility and Events Operations

FLSA Classification: Non-Exempt  FTE: 1

Supervises:  None

 

Position Summary:

The Front Office Coordinator will relay incoming and interoffice calls, handle incoming mail and provide a welcoming environment.  This position supports the Operations team by processing invoices, overseeing furniture set up for events and assists with event logistics and needs as directed.

 

Essential Functions:

  • Responsible for punctual daily opening and/or closing of office, including phone system;
  • Answers and directs incoming calls on switchboard;
  • Greets all visitors courteously, determines their needs, and directs them to the proper person, conference room, and/or office;
  • Serves as back up to Operations Coordinator in overseeing  Foundation’s conference center; handles day to day group needs when necessary;
  • Assists with event set up ensuring proper furniture placement and other event logistics;
  • Receives, sorts and distributes mail;
  • Keeps front desk, reception area, and front conference rooms neat and organized;
  • Updates the Foundation’s extension listing for all staff in a timely manner;
  • Maintains and updates front desk resource book;
  • Places work order requests to building management;
  • Sets up new hires using new hire checklist;
  • Provides Audio Visual assistance and space management to internal and external groups;
  • Records TBF holiday messages on main voicemail line and makes sure that the correct message is playing; 
  • Oversees event-related invoices, including American Express expense account;
  • Arranges for courier service for entire staff; and
  • Trains temporary receptionists and new administrative staff that will act as relief as needed.

Other Duties and Responsibilities:

  • Individuals assigned to this position may perform other duties as assigned.

 

Qualifications

 

Preparation, Knowledge, Previous Experience:

  • 1-3 years related work experience in a professional environment;
  • High School or G.E.D completion required.

 

Skills, Abilities, Competencies:

  • Courteous, efficient telephone manner;
  • Interpersonal skills and ability to deal effectively with others in person or on the telephone;
  • Excellent verbal and written communication skills;
  • Microsoft Office proficiency: Word, Excel and Outlook;
  • Audio Visual skills preferred;
  • Experience answering multi-line telephone system and fielding calls;
  • Exhibit a ‘can-do’ attitude;
  • Ability to work under the pressure of tight deadlines;
  • Ability to make decisions about how to manage and organize own workload;
  • Ability to collaboratively work;
  • Ability to critically assess situations and find solutions;
  • Ability to receive feedback in a positive manner;
  • Participative work style;
  • Professional interpersonal style; and
  • Ability to interact well with a diverse range of people.

 

Working Conditions & Physical Demands: examples below

  • Ability to sit for long periods of time;
  • Ability to work at a PC/desktop for long periods; and
  • Ability to lift 5-10 pounds regularly, 15-20 occasionally.

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

https://www.tbf.org/who-we-are/careers

All applications should be submitted online.  


Go to https://www.tbf.org/who-we-are/careers and select Front Office Coordinator to complete our online application process.


Diversity candidates are strongly encouraged to apply. Equal Opportunity Employer.


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