Front Office Administrator

Job Description

Job Description

Determined to end Veteran suicide, K9s For Warriors is the leading nonprofit organization providing Service Dogs to military Veterans nationwide suffering from PTSD, traumatic brain injury, and/or military sexual trauma — at no financial cost to the Veteran. Founded in 2011 as a 501(c)(3) nonprofit organization, K9s For Warriors is committed to saving lives at both ends of the leash by primarily rescuing dogs and pairing them with Veterans in need. In order to continue the great work we’re doing, we’re looking to add a Front Office Administrator to our amazing team! 

Role and Responsibilities K9s For Warriors’ (K9s)

The Front Office Administrator (FOA) serves as the operational hub and primary brand ambassador of K9s For Warriors (K9s). The FOA ensures professional and seamless experiences for all volunteers, vendors, and visitors. As K9s’ point of contact and first impression, the FOA must be professional, personable, well-spoken, have a thorough understanding of the organization and its mission, a strong knowledge of Microsoft Office products, and keen administrative skills. To succeed in this position, the FOA should be enthusiastic about K9s’ mission and culture, possess a robust work ethic, integrity, attention to detail, confidentiality, and the ability to maintain a professional demeanor under pressure while working in a team environment.

Essential Functions and Responsibilities

The functions and responsibilities of the FOA include all or some of the following: 

• Welcoming visitors by greeting them in person or on the telephone and notifying the appropriate team member(s) of arrival
• Providing consistent K9s’ experience to each visitor and team member that is in alignment with K9s’ culture
• Answering a multiple line phone system with professional phone communication and etiquette, managing calls by routing them to proper extensions within the organization and sharing program information with callers; triaging various requests and directing as appropriate
• Handling, ordering, and inventorying of office supplies as needed with Senior Executive Administrator awareness/approval
• Sharing alternative options and resources with callers who are interested in our program but do not meet our applicant specifications 
• Handle confidential information responsibly
• Accepting and signing for mail, in-kind donations, and deliveries, then notifying and distributing them to correct recipients using office mailing system in a timely, organized manner
• Train Front Desk volunteers 
• Managing several organizational-wide calendars to schedule meetings, deconflict requests, and ensure proper communication regarding space requests are handled in a timely manner
• Monitoring several email accounts for the organization and promptly directing them to the correct department or team member 
• Keeping the front desk resources up to date and keeping the area professionally organized
• Assisting K9s’ Senior Executive Administrator with administrative needs for the Executive Team with confidentiality, efficiency and poise
• Providing administrative support to company departments as needed, and as assigned by Senior Executive Administrator

Qualifications and Education Requirements

• Experience: 2+ years of professional administrative, reception, or customer service coordination experience
• Education: High School Diploma or GED equivalent; Associate or Bachelor’s degree preferred

Preferred Skills

• Technical Skills: High proficiency with Microsoft Office Suite (Word, Excel, Outlook) and scheduling platforms
• Communication: Elite verbal and written communication skills with a polished, customer-centric presentation
• Agility: Demonstrated talent for multitasking, forward thinking, attention to detail and independent problem-solving

Core Competencies

• Attention to Detail 
• Conduct
• Customer Orientation
• Ethics
• Integrity
• Written and Verbal Expression

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
• Ability to exert a moderate to extensive amount of physical effort, including stooping, crouching, twisting, turning, walking stairs, climbing, and lifting up to fifty (50) pounds individually. Exposure to unpleasant odors or sounds. Exposure to chemicals, loud noises, and inclement weather.