Front Office Coordinator

Job Description

Job Description

Position Title: Front Office Coordinator

Department: Administration 

Status: Full-Time, Hourly, Non-Exempt

Join the Santa Barbara Rescue Mission! 

As a Front Office Coordinator at Santa Barbara Rescue Mission, you'll play a vital role in creating a warm and welcoming atmosphere for our organization. Your exceptional interpersonal skills and attention to detail will ensure that visitors and callers have a positive experience from the moment they connect with us. In addition to providing administrative support, you'll embody the values of our mission and contribute to the overall professionalism of our team. 

Position Requirements: We're seeking an individual who embodies professionalism and courtesy, with the ability to navigate a dynamic, multitasking environment. Serving as the first point of contact for public relations, you'll consistently convey excellence and a positive attitude in all interactions. 

Key Responsibilities

Reception & Guest Interaction 

• Embody professionalism and warmth in all interactions 

• Extend a warm welcome and assistance to all visitors 

• Effectively manage and route incoming calls 

• Take accurate messages while adhering to confidentiality protocols 

• Coordinate with staff to ensure efficient handling of calls and visitors 

• Maintain a log of expected visitors, meetings, and issues for smooth handover to the next shift 

Front Desk Operations & Office Organization 

• Maintain a tidy and organized reception and kitchen area 

• Includes managing mail sorting and washing/clearing dishes 

• Oversee automated package distribution 

• Maintain front office cleanliness 

• Order general office supplies for staff 

Administrative & Office Support 

• Provide additional administrative support, including shredding, printing, folding, scanning, recycling, and preparing materials 

• Collaborate with Program Staff to provide administrative assistance as needed 

• Leave accurate and timely notes 

Donations & Financial Contributions 

• Assist in donation coordination, including proper receipting and scanning of gift donations

• Understand general gift processing procedures and uphold donor confidentiality 

• Coordinate in-kind donations with Programs 

• Process food stamp contributions each month 

Confidentiality & Compliance 

• Safeguard confidentiality and safety in accordance with reception guidelines 

The Ideal Candidate Will Have: 

• A warm, welcoming demeanor and strong interpersonal skills, with the ability to create a positive first impression for visitors, guests, donors, and callers. 

• Excellent communication skills and the ability to professionally manage and route calls, take accurate messages, and coordinate with staff across departments. 

• Strong organizational skills and attention to detail, with the ability to maintain an orderly reception area, manage mail and packages, and keep shared spaces tidy. 

• A high level of integrity and discretion, with a commitment to safeguarding confidential information related to guests, donors, and staff. 

• The ability to multitask and prioritize in a dynamic front-office environment while remaining calm, professional, and attentive. 

• A proactive and service-oriented mindset, with a willingness to assist with a wide range of administrative tasks and support various departments as needed. 

• Reliability and initiative in handling operational responsibilities such as supply ordering, donation receipting, and routine administrative processes. 
• An appreciation for the mission-driven nature of the organization and a collaborative attitude when working with program staff and administrative teams.