Front Desk Associate

Job Description

Job Description

Reports to: Retreat Site Manager

Position Summary:
The Front Desk Associate plays a vital role in ensuring smooth daily operations at the Hoffman Institute’s Santa Sabina retreat site. This role supports students, faculty, and staff while performing logistical and administrative tasks with accuracy and efficiency.

Key Responsibilities:

Guest Services & Front Desk Operations (40%)

• Welcome students, faculty, and guests with a professional and friendly demeanor.
• Support the check-in and check-out processes, including room assignments and welcome packet creation and distribution.
• Answer incoming calls and provide assistance to students, including managing entry for arrivals and deliveries.
• Address student and faculty requests in coordination with the Supervising Teacher.
• Assist with luggage transport and student shuttle services as needed.
• Maintain the front desk area, ensuring cleanliness and organization.
• Conduct nightly walk-throughs and secure the premises at the end of the shift.
• Assist with event setups and breakdowns, including classroom and dining room arrangements when necessary.
• Organize and maintain supply rooms and ensure inventory is stocked appropriately.
• Support the Lost and Found system including logging, storing, and shipping of misplaced items.

Administrative & Logistics Support (20%)

• Coordinate deliveries, distribute mail, and manage incoming parcels.
• Support course logistics with resetting student technology, in printing and assembling course materials, name tags, and handouts when needed.
• Support students and faculty in common areas during student breaks, meals, and before/after process activities.
• Monitor and replenish supplies for various departments.

General Site Support (20%)

• Ensure all offices and classrooms are opened and set up each morning, including adjusting lighting and climate controls, if working morning shift.
• Conduct closing activities at the end of the day including turning off lights, setting climate control units, locking buildings and offices where necessary, replenishing tea bar and medicine cabinets, and turning over the phone to the caretaker at the end of the day, when working evening shift.
• Assist with site emergencies including loss of power, environmental hazards, student injuries, and facilities repairs when needed.

Collaboration & Communication (20%)

• Participate in daily check-ins with Logistics staff and front desk team members to align on priorities.
• Work closely with the Retreat Site Manager, Retreat Site Operations Associate, Logistics Coordinator and Logistics Manager to ensure operational efficiency.
• Provide coverage for colleague absences and contribute to interdepartmental training as needed.
• Maintain clear and timely communication with team members regarding task completion and areas requiring additional support.

Qualifications & Skills:

• Strong organizational skills with a keen attention to detail.
• Excellent written and verbal communication abilities.
• Ability to multitask and adapt to shifting priorities in a fast-paced environment.
• Maintain courteous demeanor attitude with strong communication skills.
• Proactive problem-solving abilities and self-motivation.
• Proficiency in Outlook, Box, and FileMaker Pro is a plus.
• Ability to maintain composure under pressure and handle sensitive information with discretion.
• Willingness to work flexible hours, including evenings and weekends.

This position is essential to ensuring a welcoming and organized retreat experience for all students and faculty. If you are a proactive, detail-oriented individual who thrives in a supportive and structured environment, we invite you to apply for this rewarding role at the Hoffman Institute.