Bilingual Front Office Coordinator (Multicultural Center)

Working at Northern Virginia Family Service (NVFS) means doing work that matters every day because of the difference you will make in the lives of children and families in Northern Virginia. NVFS’ breadth, depth and scope of services offer the resources and support to ensure that everyone in need, at every stage of life, maximizes their potential and fully contributes to a thriving community. At NVFS, we value the diversity of backgrounds, experience, perspectives, and skillsets that we collectively provide to our community, clients and coworkers. We celebrate and thrive on our differences and welcome everyone’s unique contributions.

Join the NVFS Family: We are looking to hire a Front Office Coordinator to join the NVFS Multicultural Center team! As the Front Office Coordinator, you support the MC and ensures that the administrative activities of the office run smoothly and efficiently by being the first point of contact for all office visitors and clients; courteously and promptly responding to inquiries on the telephone and face-to-face; facilitating coordination of mailing and supplies between the MC and other programs and various NVFS sites; and providing administrative-related support to the MC. Timeliness and reliability are crucial as this position opens the reception area and remains available at the front desk to ensure a consistent presence when visitors arrive. In this role, you will work in partnership other administrative staff at the MC, providing backup and serving as counterparts to each other.

As the Front Office Coordinator, you are deeply passionate about providing high quality administrative support. You will possess excellent work ethic, be flexible and accommodating, self-motivated, punctual, able to multi task, and approach work with a solution-focused lens. It is important that as the coordinator, you demonstrate the NVFS Organizational Values in the manner by which all duties are carried out, including interactions with all clients, staff, and other stakeholders.

Your Future Team: The Multicultural Center (MC) of NVFS provides multicultural mental health, case management and legal services that address the needs of low-income, English-limited immigrants and refugees for whom existing services are inaccessible due to language and cultural barriers. Clients include individuals from all cultural and ethnic groups whose mental health and socio-economic stability is compromised as a result of trauma, poverty, chronic stress, and other tremendous challenges posed by the process of cultural adjustment. Trauma informed services are provided by bilingual, bicultural counselors, therapists, case managers and attorneys.

Benefits and Compensation: We want you to be well, have work/life flexibility, grow your career with us, and have the resources and support you need. Check out our comprehensive benefit offerings here in support of various dimensions of your wellbeing.

This position has a starting salary in the high 30s to low 40s.

In this role, you will:  

• Oversee and perform all Front Desk activities to include:
  • Timely opening and closing of Reception area.
  • Greeting and directing visitors/clients to appropriate staff member.
  • Answering main Multicultural Center phone line and redirecting calls as appropriate.
  • Receiving client payments and recording payments in daily log.
  • Processing of mail/courier, deliveries, and incoming faxes.

• Relay information about the services provided by the Multicultural Center both in person and over the phone.
• Provide office reception services for the organizations co- located with the Multicultural Center.
• Provide administrative support to the Multicultural Center staff and programs, including but not limited to:

• Setting up building access cards and door security codes.
• Assisting with clerical tasks including mailings.
• Providing ad hoc translation and interpretation support to staff.
• Maintaining up-to-date phone lists and office calendars, adding new hires and interns /removing terminations/location changes.
• Maintaining up to date program information and organizational materials at Front Office, including bulletin boards.
• Assisting with onsite meetings, which may include room set-up, assembly of meeting materials, preparing technology equipment, and other support as needed.

• Process office supply requests and invoices for the Multicultural Center using current vendor(s) and ensuring adequate inventory.
• Monitor office equipment to ensure proper functioning; assist others in proper use of equipment.
• Coordinate with vendors and order repairs for office equipment and maintenance.
• Ensure proper coordination of the use of conference and meeting rooms at the MC, as well as office space requested by staff from other programs.
• Maintain inventory and storage of closed client records and coordinate retrieval for off-site file storage through Paxton.
• Maintain orderliness of break room and monitor the cleanliness of the kitchen during NVFS assigned months.
• Maintain relationship with property management company to help ensure the facility remains a safe and secure environment for employees.
• Collaborate with all staff as part of the team to design and implement a seamless and efficient Front Office process.
• Responsible for training, scheduling, assigning tasks, monitoring and reporting functions related to Front Office volunteer and staff who serve as back-up.
• Accept and log donations for the MC as appropriate, and support staff in organizing donations in the assigned space.
• Perform other indirect service activities that may include: data gathering, copying and faxing information, distributing gift cards and SmarTrip cards to staff and clients, etc.
• Participate in regular supervision with supervisor by providing regular updates.
• Ensure operations and delivery of services are effective, efficient, and in compliance with all external regulatory standards and professional code of ethics.
• Maintain current level of knowledge of NVFS programs and events.

Supervisory Responsibilities:

• May be assigned to supervise, train, support, and/or collaborate with volunteer(s) and/or intern(s).

Your Background:  We understand that you may obtain skills through a variety of professional, personal, educational, and volunteer experiences.

• At least two (2) years of related work experience providing administrative support and/or as a receptionist preferred, with experience with multi-line phone system
• Oral and written fluency in English; Spanish language fluency required. Additional language skills a plus.
• Proficiency in usage of basic technological tools including laptops/computers, email, phones, and internet; working knowledge of Microsoft Office Suite
• Knowledge of USPS postage meter and other office equipment preferred
• Quick learner and willingness to adapt and learn new systems
• Strong customer service orientation
• Ability to communicate respectfully, clearly, effectively, tactfully and patiently in-person and on the phone with a diverse population
• Ability to work collaboratively across functions, programs, and departments
• Excellent at multi-tasking with forward-thinking, solution-oriented and collaborative approach
• Must be able to demonstrate and live the organizational values of Communication, Integrity, Respect, Collaboration, and Accountability

Additional Requirements: 

• Successful completion of background checks upon hire.
• May be called upon to work beyond normal working hours.

NVFS is committed to advancing equity, embracing diversity, and promoting inclusion and is an equal opportunity employer. NVFS is an E-Verify participant and drug-free workplace.

NVFS values diversity in our workforce. We strongly encourage all interested individuals to apply, including people of color, all genders and gender identities, people of all abilities, LGBTQ+ individuals, other members of marginalized communities, veterans and national service alumni.