Workforce and Administrative Coordinator

JOB SUMMARY:

Provide excellent Member service to Members and guests who enter the Member suite.  Work in collaboration with Workforce and Financial coaches to coordinate access to work-supportive benefits + services. Maintain relationships with community partners to ensure ease of access and high-quality service for our Members.

Performs all administrative tasks and services to support effective and efficient operations of the Cincinnati Works’ Member Services department and operations departments.  In addition, this position will oversee facilities maintenance and organizational processes to ensure efficiency and safety in the workplace.

MEMBER SERVICE FUNCTIONS

• Greet all members, stakeholders, staff, and the general public in a professional and welcoming manner; Ensure all visitors sign in and receive a visitor badge, if needed
• Provide detailed, accurate, and timely, information on the CW program to potential and existing members; Coordinate with staff to maintain current processes
• Maintain phone system & messaging for front desk;
• Maintain the current manual of front desk duties; revising as necessary
• Maintain front desk and common areas to create a warm and welcoming environment
• Prepare coffee for members & guests daily, or as needed
• Enter denied applications into Salesforce, as needed.
• Work collaboratively with the Workforce Coach Supervisor to ensure front desk duties are being fulfilled, and Members needs are being met

FRONT DESK ADMINISTRATION

• Open & Sort incoming correspondence, invoices, checks, etc., and distribute them to the appropriate staff member
• Maintain internal staff phone list in SharePoint; update as necessary
• Lock/Unlock CW Office; Ensure back-up plan, as needed
• Update Salesforce records relative to mailings and Member records, as needed
  • Ensure that backup coverage is secured for Member Service Coordinator during planned/unplanned time-off, to ensure Member Service and administrative needs are being met.

708 BUILDING OFFICE MANAGEMENT /EVENT COORDINATION

• Assist with all event coordination within the Member Suite area, as needed

• Oversee inventory and maintenance of office supplies and equipment including office and furniture moves with Operations Manager.
• Oversee general facilities operation and maintenance to ensure safety and efficiency, which includes:
  • Elevator access codes.
  • Co-manage facilities with Operations Manager (building/grounds) including contact with building owner and maintenance.
  • Equipment procurement and contract negotiation.
  • Vendor services management.
  • Pest control, document storage/disposal, postage, etc. 

OTHER DUTIES

• Other duties as assigned for the effective and smooth operation of Cincinnati Works

EDUCATION/EXPERIENCE

• Associate’s degree with related experience
• 3-5+ years of office management experience

SKILLS, SPECIALIZED KNOWLEDGE, & ABILITIES

• Helpful, Friendly, “Can-do” attitude
• Ability to exercise discretion regarding confidential matters
• Experience maintaining and overseeing a company’s grounds, buildings, and equipment to ensure a workspace is safe and functional.  
• Ability to exercise discretion regarding confidential matters
• Strong computer skills including word processing, spreadsheets, presentation applications, and email (MS Office Suite)
• Excellent organizational skills
• Excellent verbal and written communication skills; ability to prepare correspondence
• High attention to detail
• Database management skills
• Ability to multitask and prioritize various tasks and activities
• Ability to work in diverse groups
• Teamwork: willingness to apply skills in a variety of ways to fulfill the mission of Cincinnati Works