Front Desk Coordinator Evening Shift

7 days ago


Québec, Quebec, Canada ROME GROUP Full time

Rome Group is a community-driven organization dedicated to empowering women to achieve economic mobility. We are seeking an Administrative Coordinator – Front Desk Evenings to join our team.

Job Summary

We are looking for a highly organized and detail-oriented individual to serve as the welcoming first point of contact for anyone entering our campus, ensuring their safety and providing administrative support to our Operations Department.

Key Responsibilities
  • Manage Front-Desk Operations:
    • Answer phone calls, transfer calls to staff, and grant employees, contractors, members, volunteers, and visitors entry into the building.
    • Greet all employees, contractors, members, volunteers, and visitors as they enter our campus, ensuring that all are checked in/out of our badging system.
    • Maintain an understanding of staff roles so phone calls, emails, and other communications can be answered or transferred appropriately; take messages when necessary.
    • Monitor Badge Pass system and security cameras to ensure campus safety, reporting any concerns to supervisor and/or police.
    • Provide accurate programmatic and organizational information when replying to email, telephone, and face-to-face inquiries.
    • Maintain awareness of and support adherence to building safety policies/procedures.
    • Ensure building is opened and closed based on designated business hours (depending on shift).
  • Coordinate Child Watch Program Registrations:
    • Create and maintain documentation of weekly Member registrations for Child Watch.
    • Monitor Child Watch program registrations and make updates to spreadsheet as needed.
    • Communicate Child Watch daily census and updates to Facilities Specialist and other team members.
    • Create and update new Child Watch badges and food allergy badge coding.
    • Monitor Child Watch snack supplies and utensils that need to be restocked and ordered.
  • Provide Support to Operations Team:
    • Carry out administrative duties for Chief Operating Officer and/or Director of Operations and operations department such as filing, creating documents, scheduling meetings, etc.
    • Provide daily updates to Director of Operations about emerging, ongoing, and resolved issues.
    Requirements
    • Passion for Rome Group's vision and mission.
    • Demonstrated experience in working with individuals from diverse backgrounds.
    • Ability to provide positive first impressions and deliver excellent customer service.
    • Consistent demonstration of reliability, dependability, and flexibility.
    • Excellent written and oral communication skills.
    • Strong ability to manage and complete multiple tasks/priorities in a timely manner and with a positive attitude.
    • Ability to get along with and assist other team members.
    • Commitment to accuracy and attention to details.
    • Team-orientation.
    • Advanced knowledge of Microsoft Office applications.
    • Familiarity with CRM systems (particularly Salesforce) preferred.
    • Ability to lift and carry up to 40 lbs.


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