Office Coordinator

    • Job Tracking ID: 512400-689708
    • Job Location: Milwaukee, WI
    • Job Level: Entry Level (less than 2 years)
    • Job Type: Full-Time/Regular
    • Date Updated: June 20, 2019
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

Job Summary:

The Office Coordinator serves as the external and internal "face" of Boys & Girls Clubs of Greater Milwaukee (BGCGM) delivering exceptional customer service at all times and demonstrates an investment in giving attention to every visitor, staff person, trustee, and inquiry. Acts as gatekeeper for the President’s office and communication. In this role the Office Coordinator plays an intricate role in the success of the entire organization as the "first impression" that all guests receive either via phone or in person managing many day-to-day functions that are crucial to the success of our Clubs and serving Milwaukee’s youth and families. The Office Coordinator is responsible for all administrative tasks that occur at BGCGM front desk, mailroom, copy room, lobby area and the office of the President & CEO.

Responsibilities:

  • Responsible for finding advance coverage for all lunch periods, personal time off, and any meeting that may cause a long period of time away from the front desk.
  • Operates multi-line telephone system to answer incoming calls; directs callers to appropriate personnel and completes additional administrative duties including but not limited to mail correspondence, ordering of office supplies, and providing general clubs information to the public.
  • Provides administrative assistance to the Office of the President & CEO. Fills in for the Executive Liaison due to absence or time off. Coordinates Strategic Leadership Team (SLT) agendas and outings.
  • Maintains master calendar of Mardak meeting rooms and communicates any conflicts in advance. Assists with management of the President’s calendar and prints the President’s daily schedule and attachments. Adds appropriate documentation (bios, directions, etc.) to the President’s calendar.
  • Responsible for writing, editing, and executing internal communications at the direction of supervisor and the President & CEO.
  • Welcomes on-site visitors in a timely fashion, with a smile and positive attitude. Quickly assesses each situation and determines nature of business, and announces visitors to appropriate personnel. Responds promptly to guest needs and guest requests for service and assistance.
  • Develops and maintains effective, constructive, and cooperative working relationships with employees, other agencies, and the public.
  • Answers incoming telephone calls in professional manner, determines purpose of calls, and identifies/forwards calls to appropriate personnel or department. Retrieve messages from voice mail and forwards to appropriate personnel. Screens calls for the President’s office.
  • Responsible for writing, reviewing, editing, revising and distributing internal communications content within BGCGM through various communication mediums, including emails, memos, outlook, calendars, and slideshow.
  • Coordinates internal communications with departments to ensure the communication is consistent and aligns with BGCGM business and operational strategies.
  • Monitors & screens visitor access when required. Create and maintain an aesthetically pleasing and professional front reception, lobby area and copy/mail room spaces.
  • Receives, sorts, distributes and prepares mail, messages and courier deliveries. Signs for incoming packages and informs recipients of arrival via email. Maintains mailroom to be neat, organized, orderly and stocked with necessary supplies.
  • Manages and schedules travel arrangements and letter correspondence for President & CEO as directed by supervisor.
  • Orders, receives, and maintains office supplies and 1st floor copier.
  • Performs clerical duties such as filing, photocopying, and collating at the direction of supervisor. Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.
  • Performs administrative support tasks such as preparing donations for accounting, processing documents, proofreading; create memos, letters, reports, and other documents at the direction of supervisor.
  • Researches projects and creates requested documentation.
  • Responsible for ordering flowers for the President & CEO (birth, death, hospital, etc.).
  • Assists with Trustee meetings preparations, trustee birthdays, anniversaries and other trustee-related matters and duties as assigned.
  • Must participate in required trainings by the Club.
  • Special projects and other duties as assigned by supervisor and President & CEO.
  • Other duties as assigned.

Experience and Skills

Education Requirements:

  • High school diploma required; college degree preferred.
  • 60 college credits preferred.

Experience Requirements:

  • At least three years of experience operating receptionist area and/or in customer service.

Skills:

  • Excellent customer service with professionalism, tact, respect and consideration for every person and request that is encountered. Proven ability to manage difficult customer relationships and ability to react effectively under pressure.
  • High energy with superior attention to detail. A self-starter who thinks quickly on one’s feet anticipating challenges before they occur offering viable solutions.
  • Possesses ability to seek answers to questions/inquiries either through online research or identifying/asking appropriate staff members.
  • Maintains utmost confidentiality in handling highly sensitive and confidential situations and documentation.
  • Ability to thoughtfully listen to others without interrupting and keep emotions under control; remains open to others’ ideas, tries new things and addresses problems directly with the individual involved.
  • Superior telephone and oral communication skills with the ability to speak clearly and persuasively in both positive and challenging situations.
  • Ability to write clearly and informatively; read and interpret written information correctly; and proofread and edit documents to be grammatically correct.
  • Adapt to changes in the work environment and effectively manage and prioritize competing demands. Ability to think on one’s feet and change approach or method quickly to best fit the situation.
  • Proven ability to keep commitments and inspire the trust of others, work with integrity and ethically.
  • Ability to completes tasks correctly and on time and prioritize work activities.
  • Computer proficiency and technical aptitude with ability to utilize Microsoft Office (MS Word, Excel, PowerPoint).
  • Must have a valid WI driver’s license, good driving record, and meets state required automobile insurance minimums.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to touch, handle, or feel. The employee is occasionally required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.




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