Affiliate Relations Coordinator

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Job Summary

The Affiliate Relations Coordinator reports directly to the Affiliate Relations and Property Manager and reports indirectly to the Director of Safety and Security. The position is responsible for the smooth operation of the reception desk, phone system and the meeting and event room scheduling program at the Center for Nonprofits at St. Mary's as well as assisting with the operations of the JTL Shop and ED Building.

Main Responsibilities

• Available and attentive to the questions and needs of affiliates, patrons, and guests on the phone and in person. Manages building reception and provides guest information for the Center for Nonprofits at St. Mary's.
• Operates the telephone and radio systems efficiently and accurately. Fields questions and/or transfers to the appropriate person.
• Accurately maintains and operates the Meeting and Events Scheduling Program, ensuring all meeting and event rooms are prepared and ready for the scheduled meetings and events in a timely manner.
• Communicates event details and setup with Building Affiliates, the Affiliate Relations and Property Manager, Housekeeping, Maintenance, and the Safety and Security staff.
• Assists with audio/visual setup for patrons with room reservations and execution of special events.
• Manages contracts and collection of fees and deposits for meetings and events in a timely manner.
• Performs guided tours showing meeting and event space and leasable office space as needed.
• Maintains meeting/event space and office suites as show-ready.
• Updates and maintains the affiliate directory spreadsheet and affiliate description listings in real-time.
• Make deposits in adherence to accounting policies and procedures.
• Work with accounting on rent collection.
• Work with accounting to maintain current insurance documentation on all affiliates and request new Certificates of Insurance as needed.
• Works with safety and security officers to maintain building safety and security.
• Responds calmly and appropriately to emergencies providing the on-site staff with the necessary information.
• Maintains the building wayfinding, meeting/event rooms, and office suite signage and directions.
• Maintains the Little Free Bookstore.

Additional Responsibilities

• Able to perform other general duties and special projects as assigned.

Minimum Qualifications

Required Skills and Abilities

• Ability to communicate in a positive and helpful manner.
• Excellent customer service skills are essential.
• Ability to work independently with minimal supervision as well as within a team.
• Strong problem-solving and multitasking skills are essential.
• Bilingual (English/Spanish) preferred.
• Computer skills in MS Word, MS Excel, and PowerPoint

Education, Training, and Experience

• High school diploma, Associate Degree or equivalent.
• Must be able to learn phone system and scheduling program.
• Leasing experience preferred.

Physical Requirements/Work Environment

• Ability to remain stationary, often standing, walking, or sitting for prolonged periods.
• Ability to lift 30 pounds regularly.
• Must be able to push/pull objects under 30 pounds, walk, climb stairs and enter/exit buildings that are occasionally under construction without normal ingress/egress available.
• Ability to work in extreme weather conditions.
• The noise level in the office work environment is usually moderate. However, the noise levels at job sites can be high.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.