Administrative Coordinator (Front Desk)

Administrative Coordinator

Are you friendly, tech-savvy and want your office management skills to make a difference in the lives of people every day? The ideal candidate is experienced working with executive-level leaders, organized, and AI proficient, with strong technical writing skills for process documentation and preparation of internal training materials. We are looking for applicants who have a genuine comfort with technology, and the warmth to represent United Food Bank well to every neighbor, donor, volunteer, and partner who walks through our doors. If this describes you, please join us as an Administrative Coordinator at United Food Bank and become an integral part of our mission to alleviate hunger in our community!

The Administrative Coordinator serves as the first point of contact for United Food Bank and provides high-level administrative support across the organization, with primary support to the Office of the Chief Administrative Officer and the Finance Department.

This position manages front desk and reception operations while also carrying substantive project responsibility in documentation, AI systems implementation, and support for organizational training. Beyond day-to-day administrative support, this role develops and maintains standard operating procedures across departments, builds organizational training materials, and supports the adoption of technology and productivity tools.

Responsibilities include, but are not limited to, the following:

Front Desk & Reception

• Answers multi-line telephones, routing calls to appropriate staff, takes messages when necessary, gives directions, and offers referral information as requested.
• Greets visitors, including board members, donors, agency and sales representatives, volunteers, neighbors, and other guests entering the Food Bank lobby.
• Maintains the lobby and reception desk area in a clean and professional condition at all times.
• Receives, date-stamps, and delivers all incoming mail to the Finance Department daily.
• Receives and distributes deliveries and supplies arriving at the front desk.

Finance Department Support

• Provides recurring administrative support to the Finance Department, including data entry, document preparation, filing, and records maintenance.
• Assists with the preparation, formatting, and distribution of finance-related correspondence and documentation.
• Supports accurate record-keeping and digital filing for finance and administrative records.
• Assists with vendor and account correspondence as directed by the Finance team.
• Provides additional administrative support to Finance as needs arise, in coordination with the Chief Administrative Officer.

Documentation, Systems & Training

• Drafts, edits, and maintains standard operating procedures (SOPs) across departments, working with subject-matter experts to translate complex processes into clear, usable documents.
• Develops and maintains organizational training materials, including onboarding content, process guides, and reference documentation.
• Supports the implementation and everyday use of technology and productivity tools across the organization, including AI-assisted workflows and document systems.
• Maintains organized, accessible digital filing and document-management systems.
• Identifies opportunities to streamline administrative processes and proposes practical improvements.

Executive & Organizational Support

• Provides high-level administrative support to the Chief Administrative Officer, including scheduling, correspondence, meeting preparation, and follow-up tracking.
• Prepares and formats professional documents, reports, presentations, and organizational communications.
• Coordinates meetings and events, including agenda preparation, note-taking, and action-item tracking.
• Provides administrative support to other departments as needed, coordinated through the Chief Administrative Officer.
• Other duties as assigned.

Required Qualifications: (Knowledge, Skills, and Abilities)

• Passion for alleviating hunger and aligned with our mission and values.
• High school diploma or general education degree (GED) required; Associate's or Bachelor's degree, or equivalent combination of education and experience, preferred.
• Three or more years of progressively responsible administrative, office management, or executive support experience.
• Excellent verbal communication skills, including customer service and ability to respond to neighbors' calls and in-person visits with compassion and friendliness when sharing helpful resources and directions to our partner agencies for food access.
• Demonstrated experience creating written documentation procedures, training materials, process guides, or similar. Writing samples may be requested.
• Demonstrated experience, knowledge, and proficiency in Microsoft Office products, specifically Word, Excel, Outlook, and PowerPoint.
• Comfort learning and adopting new software platforms; exposure to or genuine interest in AI-assisted productivity tools.
• Excellent time management skills; ability to prioritize and manage multiple concurrent responsibilities.
• Must be flexible and able to adapt to changing schedules and priorities.
• Ability to multitask and remain responsive internally and externally, including returning phone calls and emails in a timely manner.
• Ability to analyze situations and apply problem-solving techniques.
• Ability to work in a team environment and under deadline pressure.
• Excellent follow-up and follow-through skills.
• Discretion and sound judgment in handling confidential information.
• Bilingual in English and Spanish is a plus.

Physical demands and work environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is required to stand, walk, and reach with hands and arms on a daily basis.

• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus
• The employee must lift and/or move up to 30 pounds.
• Ability to sit at a computer for extended periods and perform repetitive motions with a mouse and keyboard.

In instances of a federal, state, or locally declared emergency, United Food Bank is typically considered an essential service and emergency responder; all of its employees may be called in to perform regular or emergent duties.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions and perform any other related duties as assigned by their supervisor.