| Position Title: | Front Office Coordinator |
| Supervisor: | Housing Administrator |
| Supervises: | None |
| FLSA STATUS: | Non-Exempt |
| Location: | 2515 A Street, Anchorage |
| Schedule: | Full Time, Monday through Friday, 8:00 am to 5:00 pm |
POSITION SUMMARY:
The Front Office Coordinator plays a vital role in advancing NeighborWorks Alaska’s mission of providing stable housing, fostering thriving families, and building strong communities. As the first point of contact for tenants, prospective residents, and community members, you will provide a welcoming and supportive environment. This role involves managing phone calls, handling inquiries about rental properties and housing support services, and ensuring smooth daily operations at the front desk. The ideal candidate will possess strong communication skills, a warm and helpful demeanor, and a passion for supporting individuals in need.
KEY COMPETENCIES:
- Customer Service Orientation
Demonstrate excellent communication skills, including active listening, and clear information delivery. Exhibit strong problem-solving abilities, adaptability, and cultural sensitivity. - Proficient in Microsoft Office Programs
Demonstrate proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Microsoft Teams, and possesses the ability to quickly learn and use these tools effectively. - Office Equipment Operations
Operate office equipment such as multi-line phones, copiers/scanners, computers, and postage meters with ease. - Organization Skills
Manage multiple tasks effectively, including greeting visitors, sorting mail, processing the Daily Check Log, and handling incoming phone calls. Maintain a clean and organized front desk, conference room, and common areas to ensure a functional and welcoming environment. - Mail Handling
Manage mail-handling procedures, including sorting, distributing and preparing outgoing regular and certified mail. - Confidentiality
Handle sensitive information with discretion, ensuring compliance with privacy policies and always safeguarding personal and financial data. - Attention to Detail
Ensure accuracy in all tasks by carefully reviewing information and adhering to established procedures to ensure all records and logs are error free. - Adaptability and Supportiveness
Respond to changing priorities and situations with ease. This includes quickly responding to the diverse needs of residents, staff, and visitors, while maintaining a positive and collaborative approach. This role requires flexibility in managing various tasks and responsibilities, ensuring seamless operations in a dynamic environment. - Teamwork
Collaborate effectively with colleagues and departments to maintain efficient operations and foster a supportive environment through open communication, assistance, and mutual support. - Communication
Exhibit excellent verbal and written skills to interact effectively with residents, clients, visitors, and team members.
PRIMARY RESPONSIBILITIES:
Front Desk Operations
- Answer a high volume of incoming calls and direct them to the appropriate department based on the caller’s needs.
- Receive, sort, and distribute incoming Prepare and mail outgoing regular and certified mail using the postage meter, ensuring timely and accurate delivery.
- Receive cash and checks via mail or in person, issue receipts for in-person payments, accurately log all transactions, and ensure timely delivery of payments to the accounting department.
- Ensure rental and supportive housing applications are printed and readily available and maintain an adequate supply of informational flyers.
- Keep the front desk and waiting areas clean, organized, and stocked with necessary supplies, including pens, hand sanitizer, tissues, and other
Administrative Support
- Maintain an updated monthly phone list and ensure its
- Update voicemail messages for closures or
- Order Business Cards and verify that employees possess current and valid ID
- Monitor and assist with ordering supplies for the front
- Provide administrative support for various departments, including updating, tracking, filing, and mailing items.
- Maintain and update the Front Desk Coordinator instruction
Building Safety
- Monitor and manage guest activity within the building, ensuring guests are directed appropriately and unauthorized access to restricted areas is prevented.
- Ensure the front door is securely locked at all Verify the identity of individuals requesting entry.
- Ensure timely and comfortable guest experiences by monitoring waiting times to prevent extended wait times.
- Maintain an accurate and up-to-date sign-in and sign-out sheet for all guests, ensuring proper documentation of arrivals and departures.
MINIMUM QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education or Experience: High school diploma and one year of customer service experience with multi-line phone systems.
Language and Communication Skills: Must read, write, speak and understand English to deal effectively with the public. Knowledge of correct English usage. Ability to communicate in a professional, pleasant, tactful way with the public and NWA staff.
Mathematical Skills: Must know basic arithmetic functions (addition, subtraction, multiplication, division).
Reasoning and Judgment Abilities: Must be able to follow directions and determine when to ask for help or guidance. Refer to the Receptionist’s Procedures Manual for guidance.
Certificates, Licenses, Registrations, Certifications: Driver’s license.
Equipment: Multi-line phone system, desk-top computer, photocopier, and postage meter.
Skills and Abilities: Strong customer service skills, including clear communication, problem-solving, and cultural sensitivity. Flexible, adaptable, and team oriented.
Conflicts of Interest: The incumbent of this position must avoid conflicts of interest and the appearance of conflicts of interest with contractors of NWA and those who bid on contracts with NWA.
Additional Requirements:
- Ability to work independently while managing frequent interruptions and prioritizing tasks to support NWAK’s mission of fostering stable housing and thriving
- Maintain confidentiality and handle sensitive information with professionalism and
- Demonstrated commitment to cultural sensitivity and trauma-informed practices when interacting with residents, staff, and community members.
PREFERRED (but not required) QUALIFICATIONS: Some prior experience in general receptionist type work is preferred.
This document is intended to describe the general content of and requirements for the performance of this job. It is not intended to be construed as an exhaustive statement of the duties, responsibilities or requirements of the job. Any opportunities for modifications consistent with providing reasonable accommodation will be considered. This document is not intended to be a contract.