Office Coordinator

SUMMARY: This position provides administrative support for the CEO and the Marketing Coordinator and various other program functions, manages building rentals, 211 Program and maintains excellent customer relations.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Regular duties include the following. Other duties may be assigned as necessary.

General Duties

• Establish and maintain positive image for all stakeholders (including but not limited to staff, board of directors, members, volunteers, and donors).
• Meet and greet visitors in a friendly, helpful and professional manner at all times.
• Provide accurate and appropriate program information.
• Keep current on all YWCA activities and programs for customer information.
• Provide information and tours of the building as needed.
• Assist with mailings as needed, including the updating of mailing lists, mail merges, and printing labels.
• Complete registrations, accept payments and write receipts when needed.
• Process credit card payments as needed.
• Maintain and distribute the monthly activity calendar.
• Schedule evening and weekend receptionists when needed for rentals, classes, and other activities.
• Handle holiday preparations, including change voicemail for holidays to let callers know we are closed, stop post office mail online, and place sign on front door when YWCA is closed for holidays.
• Support CEO in board relations and with other key constituents.
• Work with the CEO to keep various lists regarding Board and Committee members updated.
• Support Marketing Coordinator in keeping Rack Cards and promotional materials up-to-date.
• Provide administrative support for the CEO & Marketing Coordinator as needed or requested.

Rental Management

• Be knowledgeable about the YWCA of Westmoreland County Mansion so as to speak with perspective renters regarding building rentals.
• Be available to meet, greet and talk to renters when they call or stop in to discuss renting.

o Make sure the date(s) are available on the Master Calendar.

o Go over floor plans, size, cost of each room.

o Show options for different events including # of tables, chairs, placement.

o If the Main Floor is their preference, go over the operating instructions of the appliances in the kitchen.

o Discuss set-up and breakdown instructions.

o Go over the contract rules.

o Discuss clean-up instructions (table/chairs storage, garbage removal, vacuum, etc.) following event.

o Payment is ½ down to hold the date with the balance due on or before event date.

• Craft contract and send via mail or email.
• Make sure that a Receptionist is scheduled for that event and confirmed.
• Maintain hardcopy in Rental Info file as a reference and manage payment.

OTHER SKILLS AND ABILITIES:

Ability to apply independent judgment.

• Ability to maintain confidentiality with sensitive or privileged company information.
• Excellent oral and written communication skills.
• Excellent interpersonal skills.
• Ability to work with other staff and to work with and supervise volunteers.
• Excellent organizational and time management skills.
• Is innovative; displays original thinking and creativity.
• Meets challenges with resourcefulness; generates suggestions for improving work.
• Presents ideas and information effectively.
• Is a self-starter; takes initiative when performing job duties.
• Has a positive attitude and seeks to build team morale.

EDUCATION/EXPERIENCE: High school diploma and 5 years of office administration experience (or) an associate’s degree from an accredited college or university and 2 years of office administration experience.

LANGUAGE ABILITY: Ability to write, speak and listen well. Ability to read, analyze, proofread, and interpret documents and spreadsheets. Ability to respond effectively to the most sensitive inquiries or complaints.

COMPUTER SKILLS:

· Experienced with the Microsoft Windows Operating System.

· Deeply experienced with Microsoft Outlook, Word, Excel, PowerPoint, and Publisher.

· Ability to use the Internet and a Web Browser for research and online applications.

ADA: The physical demands described here are 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:

• It is required to be able to multitask.
• Ability to lift up to 20 pounds.
• Ability to climb stairs.

Items may be added or removed from this job description as deemed necessary by management.

Pay: $16.00 - $18.00 per hour

Benefits:

• Retirement plan

Work Location: In person