Administrative/Front Desk Assistant

Administrative/Front Desk Assistant

The Administrative/Front Desk Assistant is the first point of contact for callers and visitors to Metro Housing | Boston. S/he will answer calls to the main switchboard and greet visitors. The Administrative/Front Desk Assistant will streamline the office operations and execute administrative tasks.

Reports To: Office Manager

Responsibilities May Include:

• Manage a busy call center in a friendly, helpful, and timely manner;
• Respond to phone inquiries and direct calls to the appropriate staff person;
• Be knowledgeable about and provide callers and visitors with information regarding Metro Housing's affordable housing and homelessness;
• Process incoming daily mail (receive, open, date stamp, scan, and sort to the correct department);
• Process outgoing daily mail and assist with other departments mass mailings (print, sort, folding, stamp);
• Process multiple outgoing products on behalf of other departments, including RAFT applications and gift cards;
• Track data on incoming phone calls and walk-ins to produce activity reports;
• Assist Finance with checks and statements (folding and stamps);
• Operate variety of office equipment such as computers, photocopiers, postage meters, folding machines, kiosks, etc.;
• Maintain department inventory supplies including, office supplies, departmental forms, stationery, etc.;
• Collaborate with other front desk staff to provide clients with a coordinated and responsive level of service from the team;
• Serve as liaison with visitors and participants on behalf of the organization's departments;
• Monitor for early warning signs of agitation among program participants and lobby guests and pro-actively and effectively de-escalate situations using appropriate techniques;
• Serve as primary members of the Safety Team;
• Administer and track the parking pass process for the visitors and participants;
• Work on special projects as assigned by the Office Manager; and
• Other duties as assigned.

Qualifications:

• High School Diploma or GED required with two years of administrative experience;
• Able to provide excellent customer service on the phone and in person;
• Excellent communication, and organizational skills;
• Computer literacy required, including proficiency in Microsoft Office and Outlook;
• Be successful multi-tasking in a fast paced and stressful environment;
• Be competent with word processing and data entry software;
• Willingness to work as part of a team to promote the goals of the program and agency;
• Demonstrated ability to work well in stressful situations and manage several tasks at once;
• Demonstrated ability to work cooperatively with all levels of staff and clients in busy environment; and
• Sensitive to multi-ethnic population.

Preference Given To:

• Candidates with multilingual skills (verbal and written). We are seeking candidates that speak and write in English and at least one of the following languages (for interpreting and translation): Cape Verdean Creole, Haitian Creole, Spanish, or Portuguese.

Most benefits are available on your first day of work with Metro Housing | Boston. These benefits currently include:

Your and your family's health

• Health and dental coverage on a pre-tax basis;
• Eye Med Vision plan on a pre-tax basis;
• Medical and dependent care reimbursement account;
• Company paid life and AD&D insurance and long-term disability;
• Free, confidential Employee Assistance Program;
• Voluntary life, accident, critical illness and cancer insurance.

Work/life balance

• Generous vacation, sick, and personal time;
• 13 paid holidays per year;
• Paid new parent leave;
• Flexible schedules (when available).

Retirement plan

• 403(b) plan with a company match.

Career growth

• Tuition reimbursement program;
• Internal promotions encouraged.

An Equal Opportunity Employer