Front Office Coordinator

Job Description

Job Description

Front Office Coordinator

Waukesha, WI 53188 | 8:00am - 5:00pm (M-F) | $17 - $19/hr. (Based on Expreince)

* Open to Full-time or Part-time

Front Office Coordinator Job Summary

The Front Office Coordinator (FOC) is generally the first contact for any person visiting an Express office and is often the foundation upon which the person’s overall impression of Express is based. It is the FOC’s responsibility to answer telephones, greet visitors, administer employment forms, administer skills evaluations, monitor the office’s appearance, participate in achieving the overall goals of the office, and represent organizational values. They are also responsible for managing the overall flow of applicants in the office, ensuring applicants are processed as efficiently as possible and provide the best experience for external and internal customers.

Front Office Coordinator Job Responsibilities

• Create a positive first impression for all in-person and telephone inquiries.
• Welcome all applicants and visitors promptly with a warm greeting – within 10 seconds of entering the building.
• Answer all telephone calls as quickly as possible.
• Determine callers’ needs and answer their questions, resolve issues, or route calls as necessary.
• Document 100% of Inquiry Calls in the Express automated system. Follow process to create inquiry, create workforce record, and schedule/pass interview.
• Document applications and related contact information in the Express automated system in an accurate and timely fashion.
• Manage applicant flow in the office.
• Ensure all applicants in office receive a 5-star customer service experience.
• Manage overall in-person applicant flow in the office in an efficient manner.
• Assign interviews and orientations to Employment Specialists.
• Enter applicant data from employment applications into the automated system.
• File applications, associate paperwork, and other documents.
• Administer skills evaluations and review for completion, providing instruction and support.
• Assist with recruiting efforts.
• Conduct Inquiry Calls: Conduct the initial applicant inquiry immediately over the telephone.
• Document information in the Express automated system. Transfer the applicant to an
• Employment Specialist to complete a phone interview or schedule an interview for later.
• Make outbound phone calls to new applicants lists, provided by Recruiting Specialist.
• Assist with job fairs at Express or offsite locations as needed.
• Assist with any recruiting efforts as assigned.
• Handle office administration as needed.
• Type correspondence, prepare mailings, and update mailing lists.
• Maintain confidentiality of all processed documents.
• Collect timecards and assist with payroll related questions and processing.
• Hand out checks to associates.
• Support office team as needed.
• Maintain an orderly office appearance.
• Ensure adequacy of all office supplies and forms; maintain stock of orientation packs and other paperwork needed to process applicants.
• Assist in managing text message communication to applicants and associates
• Send text message reminders to scheduled and missed interviews.
• Assist in monitoring text messaging platform for incoming associate/applicant messages.
• Conduct business in compliance with all applicable laws, regulations, and organizational guidelines.
• Adhere to Express systems and policies.
• Develop a thorough knowledge of the staffing and placement services offered by Express.
• Maintain an understanding of various employment-related documents and materials.
• Maintain working knowledge of federal and state employment law and regulations.
• Commit to meeting regularly with Team Leader and/or Franchisee for continued development.
• Learn and use Situational Leadership language in meetings.
• Prepare reports and provide metrics/activity levels to Team Leader and/or Franchisee prior to scheduled meetings.
• Perform other related duties as necessary and assigned.

Front Office Coordinator Qualifications

• Must be able to work effectively under stress and multi-task in a fast-paced environment.
• Ability to manage high volume of incoming phone calls.
• The ability to type and have a phone conversation at the same time.
• Strong typing and data entry abilities.
• Strong technical skills and willingness to learn various technological platforms.
• Strong interpersonal skills and a team player mindset.
• Consistently demonstrates high performance and goal achievement.
• Business acumen and ability to see the “big picture.”
• Consistently demonstrates the values of the organization and strives to represent the Express Employment Professionals brand in a positive and uplifting manner.
• Commitment to integrity, authenticity, and giving/receiving feedback in a healthy, effective manner.
• Shows compassion for others – internal team members, job seekers/associates, and client representatives.
• Committed to an environment of continuous learning and professional development.

Education and Experience

• GED or High School Diploma

• Customer service experience

• Strong communication, interpersonal, and organizational skills

• Ability to work independently and as part of a team

• Proficiency in Microsoft Office products and other relevant software

• Nice to have: Bi-lingual

You should be proficient in:

• Customer Service
• Recruiting