NOLA Adminstrative Coordinator

Description

JOB SUMMARY

The Administrative Coordinator is a friendly problem-solver who represents the mission and values of the Lighthouse, serving as the first line of communication for callers and guests. The Administrative Coordinator provides front desk receptionist duties and administrative support to all departments while also connecting individuals with optimal resources for services and support, both within and outside the organization. This role creates a warm and inviting atmosphere while always exemplifying professionalism in appearance and attitude. The Administrative Coordinator demonstrates superior customer service, organizational skills, and time management strategies to successfully conduct administrative tasks and guest relations. Flexibility, enthusiasm, resourcefulness, confidence, and a passion for helping others are required traits. Excellent computer skills, a strong work ethic, attention to detail, and a commitment to maintaining confidentiality are necessary for success.

JOB RESPONSIBILITIES

The NOLA Administrative Coordinator will be responsible for the following core job duties:

1. Provide a friendly welcome to all callers and guests by offering service with a smile. Seek and organize information to ensure they are efficiently and accurately directed to the appropriate team members. Maintain calendars to assist guests in meeting their scheduled appointments.
2. Maintain responsibility for the lobby environment, ensuring it remains clean, organized, and safe at all times. Restock materials as needed and create a professional, efficient, and welcoming office space for both staff and guests.
3. Monitor lobby traffic to ensure the safety and security of employees and guests. Issue and collect visitor badges and maintain visitor logs according to company policy.
4. Receive, sort, and distribute mail and packages daily. Stamp, copy, and log all checks prior to delivering to the Accounting Department.
5. Provide consistent feedback to the NOLA Office Manager regarding operations in the front office area.
6. Foster a team environment with effective communication and a coordinated approach to providing services.
7. Assist callers in identifying appropriate Lighthouse programs and community resources to meet their needs. Document Information & Referral calls as required to measure outcomes and monitor program success.
8. Maintain the sales customer feedback and resolution log and process.
9. Answer and direct calls to the appropriate department, ensuring efficient communication. Check and respond to voicemails twice daily.
10. Maintain the Lighthouse database of community, state, and federal resources for people with disabilities by ensuring resources are added, removed, and updated as needed.
11. Adhere to all Lighthouse policies and procedures.
12. Perform other duties as assigned by the NOLA Office Manager and Executive Leadership Team.

Requirements

JOB QUALIFICATIONS & REQUIREMENTS

1. Education: High School Diploma; some college or clerical-related advanced training from a business school or technical institute preferred.
2. Special Knowledge/Skills: Strong interpersonal communication skills to effectively engage with individuals of diverse personalities and needs. Excellent verbal and written communication abilities. Exceptional organizational, time management, and multitasking skills. Proficiency in Microsoft Office Suite, including the ability to manage emails, multiple calendars, spreadsheets, and online tasks. Familiarity with the RingCentral or other internet-based phone system is preferred.
3. Experience: Minimum of 2+ years of experience in office administration, reception, customer service, or a related field. Experience working in a fast-paced office environment and interacting with a diverse range of individuals. Positive professional references required.
4. Supervisory Responsibility: No direct supervisory responsibility. Expected to work collaboratively with staff across all departments and contribute positively to a team-oriented work environment.
5. Physical Condition: Capable of efficiently carrying out assigned duties. Able to monitor guests entering and exiting the facility to ensure safety, provide assistance as needed, and uphold security procedures. Able to navigate the facility to effectively manage work responsibilities, breaks, and emergency evacuations, with or without reasonable accommodation. Able to independently manage self-care needs and daily living activities necessary for successful employment, with or without reasonable accommodation.
6. Personality Traits: Friendly, approachable, and genuinely enjoy helping people. Patient, respectful, and comfortable interacting with people from diverse backgrounds and with different personalities. Flexible and able to adapt to changing priorities without becoming easily frustrated. Team-oriented and willing to pitch in wherever needed. Dependable, accountable, and willing to take ownership of responsibilities. Must be someone who contributes to a welcoming, comfortable workplace and works well with others.
7. Working Conditions: Indoor office setting.
8. Work Schedule: 40 hours per week, M-F 8:00AM-4:30PM
9. Background Check and Drug Testing Requirement: Employment is contingent upon satisfactory completion of required background check and drug testing.
10. Federal Suitability Requirement: Must meet any applicable federal suitability requirements associated with the position and/or Lighthouse Louisiana contracts, programs, or funding requirements.

This job description does not imply that these are the only duties to be performed. Upon request, the employee in this position will perform such other tasks as required.