English/Spanish Speaking Client Services Coordinator

Job Title and Overview

A Client Services Coordinator (CSC) serves as the first point of contact for visitors and clients entering an organization's premises or by phone. They are responsible for providing a welcoming and professional environment, greeting guests, and directing them to the appropriate personnel or area. Additionally, CSC manage incoming calls, routing them to the appropriate individuals or departments, and taking messageswhen necessary. They handle administrative tasks such as sorting and distributing mail, managingappointments and scheduling, maintaining office supplies, assist with basic clerical duties such as data entry, filing, and photocopying. Overall, their role is essential in ensuring smooth operations at the front desk while projecting a positive image of the organization to visitors and callers.

Essential Job Functions

Reception Support

• Answer phones and greet visitors in a courteous voice using customer services skills.
• Must always maintain a professional dress and behavior.
• Consistently demonstrate a positive, collaborative, and supportive attitude at all times.
• Triage telephone calls and visitors for appropriate departmental needs.
• Coordinates out-going mail and ensures packages are stamped and ready for pick up.
• Accepts deliveries, mail, and donated items.
• Maintains a log of all contributions received by mail or in person.
• Prepares and delivers documents for bulk mailing as requested.
• Provides receipts donation forms for postage monies and other in person or monetary donations.
• Ensures that the equipment room, living room, entry hallway, community room, kitchen and downstairs restrooms are neat and tidy.
• Prepare materials and meeting spaces for board meetings, committee meetings and other meetings as needed.
• Accept donated items and place them accordingly.
• Oversees Master Calendar events including booking appointments as requested.
• Unlocks appropriate doors in the morning and locks them at night, including setting the alarm.
• Turns on interior building lights at the beginning of each workday and turns them off at the end of day.

Program Support

• Enters invoice reports into ETO database: JPS vouchers, AVIA.
• Orders, Receives, and keeps Inventory of Nutritional Supplements.
• Other ongoing duties and special projects as assigned by the VP of Client Programs or Director of Programs.
• JotForm: an online form creation platform
• LYFT: used for client transportation

Working Conditions

Working Conditions

Details

Hours of work

Monday to Friday 8:00am to 5:00pm

Overtime expectations

This is only budgeted for 40 hours weekly. Overtime is not permitted.

Work environment

Candidate will work in office at least 3 days a week (after onboarding/training process). Candidate may be eligible for 2 work from home days. Candidate will still assist with phone answering from WFH days with agency’s phone system.

Travel requirements

There should be no travel requirements needed beyond commuting to and from the office.

On-call responsibilities

There is no on-call with this position.

Special conditions or requirements

Individuals should have access to independent transportation means. Candidate should be able to lift up to 50 pounds.

Education and Experience

High school diploma required. Bachelor’s Degree or experience would be preferred. Spanish-speaking required.

Workplace Policies and Agreements

Training for this position will be provided. Individuals can expect one to two weeks of assisted training by various staff members.

Evaluation and Review

Employees will complete yearly self-evaluation to their supervisor. Supervisors will offer their insights and then meet withthe employee to review the information together. Staff is encouraged to create and attempt to reach 3 goals a year.

Benefits (when applicable)

Healthcare benefits

Additional benefits available for purchase Paid time off

Sick time accrued 401k

Inclusiveness Statement

We actively seek to promote access, equity and inclusiveness; and to stand against discrimination based on race,ethnicity, gender, gender identity, age, sexual orientation, religion, or other factors which deny the humanity of all people.

Job Type: Full-time

Pay: $15.00 - $17.00 per hour

Expected hours: No more than 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: In person