Full-Time Welcome Desk/Communications Coordinator
Welcome Desk and Communications Coordinator Posted on: July 27, 2012 Posted by: Jewish Community Project Downtown MORE / LESSDESCRIPTION JCP seeks an energetic, outgoing and friendly professional to staff our Welcome Desk, and assist with the many communications needs of our organization. As the ‘first contact’ face and voice of JCP, this person is responsible for making an excellent and positive impression on everyone who walks into the building and/or calls on the telephone.
Therefore, this staff team member must exhibit superior reception and interpersonal communication skills, as well the expertise to manage multiple tasks and demands at the same time.
This position also serves as the point person for promoting and communicating the activities and events of the organization, both internally and to the public, and is responsible for coordinating the scheduling and set-up needs of the facility.
As a member of the administrative team, this professional is expected to assist with general administrative support, staff selected special events, update the company database, and perform other administrative tasks as needed.
The Welcome Desk and Communications Coordinator reports directly to the Senior Business and Finance Manager, and has many responsibilities, including but not limited to:
Greet all persons as they enter and leave the building, coordinate visitors with Security and Staff escorts, assist with various needs (strollers, café) related to entry and exit of the building, Answer phones, direct callers to correct extensions, take and relay messages, Change voicemail greetings as needed for holidays, special events and building closures, Expert knowledge on all programs and events, in order to promote them effectively and answer all kinds of questions, Maintain the Entry and Cafe areas of the building, ensuring a clean, neat and attractive environment at all times, Collect, sort and distribute incoming mail, Provide support and basic training to staff on phone and communication system needs, Understand, and effectively respond to, emergency situations and alarms.
Coordinate, produce and distribute facility schedules to Facilities Team, by reviewing multiple calendars and coordinating with multiple department staff regarding needs, Ensure that appropriate staff complete their set-up sheets for events, and manage the facilities binder for Facilities Team access, Manage the Sign In/Out time tracking for Facilities Team, Alert Facilities Team to address any immediate facility needs, Coordinate with school staff on special building access, as needed.
Manage and communicate opening/closing duties of facility, as needed, Business Office / Special Events
Act as point person for rental inquiries at JCP, Perform regular JCP database updates from a variety of sources, including staff input, forms and other information obtained from community members, Assist in managing the printing, compilation and mailing of materials, Administer the storage, distribution, and tracking of employee transit benefit program, Staff special events and holiday programs on select weekends and evenings, Support special events and holiday administrative needs as requested.
Promote JCP programs and events among visitors, callers, display boards and internet, Manage distribution of promotional materials and messages via Website, email blasts, Facebook, Twitter and other social media outlets, Monitor, update and enhance the JCP website on a continuous basis, and troubleshoot user issues with management tools and resources, Assist in design and production of attractive material for print and email communications, Additional responsibilities may be assigned as needed.
Job Qualifications: The ideal candidate will demonstrate the following
Energetic, outgoing, friendly and professional, with a customer service orientation, Calm under pressure, able to function well in stressful situations, Superior interpersonal and written communication skills, Detail oriented, highly organized, excellent problem solving skills, Resourceful, able to work independently and as a team player, Enjoys initiating projects, successfully manages multiple projects simultaneously, Able to take directions from, and provide support to, multiple departments, Experience in graphic design preferred, Comfortable working in a complex organization, performing a wide variety of functions, Bachelor’s degree or equivalent experience, Experienced with MS Office, mass email software, and other computer applications, Experience in reception and administrative support preferred, Commitment to, and passion for, the mission of JCP Downtown.
For more information about JCP, please visit www.jcpdowntown.org.
How to ApplyMORE / LESSHOW TO APPLY To apply for this position, please send Cover Letter, Resume and Salary History to firstname.lastname@example.org. Please write: "Welcome Desk" in the subject line.
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