Reception and Office Coordinator

Job Description

Job Description

Position Title: Reception and Office Coordinator
Department: Executive Office
Reports to: Office and Executive Projects Manager
FLSA Status: Non-Exempt
Category: Part-Time

Position Summary
The Reception and Office Coordinator (“Receptionist”) serves as the primary point of contact for visitors and callers to the Trust administrative offices, ensuring welcoming and secure access to the building while managing the front desk and reception area.
This fully in-person, part-time position will manage the reception area and assist with office administrative tasks. Key responsibilities include screening guests, handling inbound calls, distributing mail and packages, maintaining office and kitchen supplies, and supporting meetings with external guests. The ideal candidate is professional, reliable, committed to providing exceptional customer services, and organized.

Two part-time employees will share this position to ensure consistent coverage. The Trust will work with both employees to establish a regular staffing schedule. The individual hired for this opening will typically work two days per week, averaging approximately 16 hours.

Knowledge, Skills & Experience Required
Work Experience: At least 1-2 years’ experience working as a receptionist or similar front-facing role required. Experience in face-to-face customer service or retail industry preferred.
Supervisory Experience: No supervisory experience required.
Technical Skills: Strong working knowledge of Microsoft Office suite required. Familiarity with multi-extension telephone preferred.
Intangibles: Exceptional verbal and interpersonal skills. Calm and professional demeanor. Reliable and committed to customer service. Organized and good problem-solving skills. Patient and able to communicate effectively with a wide range of personalities.

Essential Functions

Main job responsibilities:

• Visitor and Call Management
  • Screen guests through the intercom system. 
  • Manage the visitor pre-registration process through the Trust’s SwipedOn visitor management system and assist guests through the check-in process.
  • Develop familiarity with staff, contractors, and key stakeholders to effectively manage building access and ensure a welcoming and secure environment.

• Answer the reception desk phone and check voicemail, responding to inquiries or directing calls as appropriate.

• Reception Area Oversight

• Maintain the reception area in an orderly, clean, and professional manner.
• Accept all deliveries and ensure they go the appropriate staff member.
• Exercise sound judgement and discretion in handling confidential matters and sensitive situations.
• Notify Trust security personnel promptly of any security issues within or immediately outside of the reception area.

• Package and Mail Handling

• Receive, log, and distribute packages and mail and assist with developing protocols and procedures.
• Sort mail and check the Benedum security desk for any deliveries.
• Support shipping management by scanning in packages, managing package pick-ups, and ensure prompt delivery to staff.

• Office Supplies Support

• Distribute office and kitchen supplies.
• Maintain supply inventory and support ordering process.
• Restock the kitchen supplies on a regular basis.

• Support External Meetings

• Assist with key meetings with external stakeholders, including Trust Board of Trustees and Board committees.
  • Certain meetings will require earlier start time (approximately 10 days per year)
• Assist with preparing meeting materials.
• Assist with day-of coordination as needed, including directing and welcoming guests and catering.

Other

• Demonstrate a commitment to diversity, equity, accessibility, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.
• Perform other responsibilities as assigned.

Supervisory responsibility : This position does not have supervisory responsibility.
Decision-making responsibility : The Receptionist exercises day-to-day discretion with respect to visitor inquiries and front desk security issues.
Budgetary responsibility : The Receptionist does not manage any budget items.
Strategic responsibility : This position does not have strategic responsibility.
Reporting requirements : The Receptionist provides anecdotal reporting regarding Trust visitors and customer inquiries. Periodic reporting on office supplies inventory.
Travel requirements : Limited travel (less than 5%) is required for this position.
Physical demands : This position involves mainly office work. The individual should be able to sit and/or view a computer screen for extended periods of time. This position will also be sorting packages and organizing office supplies and will need to have the ability to lift and move packages up to 30 lbs. and bend, stoop, reach and use a step stool.

Starting Salary: $20/hour

The Pittsburgh Cultural Trust is an equal opportunity employer. All applicants are considered for employment without attention to race, color, age, religion, sex, sexual orientation, gender identity, ethnicity, national origin, veteran, or disability status.
Employees are expected to be able to perform the essential duties and responsibilities of this position, with or without job modification/reasonable accommodation. If an employee believes a job modification/reasonable accommodation is needed, please contact Human Resources so that a review can be conducted. The Pittsburgh Cultural Trust strives to comply with the accommodation provisions of the Americans with Disabilities Act, Title VII of the Civil Rights Act, the Pregnant Workers Fairness Act, and other related federal, state, and local laws.

The Pittsburgh Cultural Trust is an equal opportunity employer. All applicants are considered for employment without attention to race, color, age, religion, sex, sexual orientation, gender identity, ethnicity, national origin, veteran, or disability status.
Employees are expected to be able to perform the essential duties and responsibilities of this position, with or without job modification/reasonable accommodation. If an employee believes a job modification/reasonable accommodation is needed, please contact Human Resources so that a review can be conducted. The Pittsburgh Cultural Trust strives to comply with the accommodation provisions of the Americans with Disabilities Act, Title VII of the Civil Rights Act, the Pregnant Workers Fairness Act, and other related federal, state, and local laws.

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