The Workplace Solutions Coordinator ensures that the administrative activities of the office run smoothly and efficiently by being the first point of contact for all office visitors and clients; courteously and promptly responding to inquiries on the telephone and face-to-face; facilitating coordination of mailing and supplies between programs and various NVFS sites; and providing administrative-related support to the Agency’s programs and departments. Timeliness and reliability are crucial as this position opens the reception area and remains available at the front desk to ensure a consistent presence when visitors arrive. Incumbents in this role work in partnership with each other and as a part of the broader Workplace Solutions team, providing backup and serving as counterparts to each other.
The Workplace Solutions Coordinator is deeply passionate about providing high quality administrative support. The Coordinator will possess excellent work ethic, be flexible and accommodating, self-motivated, punctual, able to multi task, and be a forward thinker. It is important that the Coordinator demonstrates the NVFS Organizational Values in the manner by which all duties are carried out, as this role generally serves as the first point of contact for visitors and clients.
Essential Job Duties: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with known disabilities to perform the essential functions.
•Oversee and perform all Front Desk activities to include:
?Timely opening and closing of Reception area.
?Greeting and directing visitors/clients to appropriate staff member.
?Performing temperature checks for visitors.
?Answering main agency phone line, redirecting calls, and provide Information & referral services to all inquiring callers. Serve as backup for counterpart at alternate location and answer re-routed calls as needed.
?Coordinating and processing of mail/courier, deliveries, and incoming faxes for assigned location and inter-program/cross-office mailings.
•Provide administrative-related support to NVFS departments and programs including, but not limited to:
?Creation of ID badges for new employees and replacement badges.
?Setting up agency wide access cards and door security codes.
?Assisting with clerical tasks including mailings.
?Provide ad hoc translation and interpretation support to staff.
?Regularly logging all payments received (checks, cash and money order) via mail or in-person.
?Producing monthly reconciliation reports of Pitney Bowes, Paxton, Guernsey and Staples orders.
?Assist with onsite training classes, which may include room set-up, assembly of training materials, preparing technology equipment, and processing participant payments.
•Process office supply requests for the entire Agency using current vendor(s) ensuring adequate inventory.
•Coordinate with vendors and order repairs for office equipment and maintenance.
•Monitor all facility office equipment to ensure proper functioning; assist users in proper use of equipment.
•Maintain inventory and coordinate retrieval of off-site file storage through Paxton, including invoice reconciliation.
•Monitor email account and assigned shared inboxes on a consistent and regular basis for incoming inquires, including but not limited to firstname.lastname@example.org account. Respond to, redirect and disseminate emails to the appropriate department/staff member in a timely manner.
•Ensure proper coordination of the use of conference and meeting rooms. In partnership with IT, support users with technology and meeting needs.
•Maintain orderliness of kitchen and all conference and meeting rooms.
•Maintain relationship with property management company to help ensure the facility remains a safe and secure environment for employees.
•Coordinate the tasks of clerical volunteers assigned to the office.
•Participate in regular supervision with Supervisor by providing regular updates.
•Work as part of the broader Workplace Solutions team to support Agency-wide needs.
•Maintain current level of knowledge of NVFS programs and events.
Qualification and Additional Requirements: An individual may obtain skills through a variety of professional, personal, educational, and volunteer experiences. The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform essential job duties.
•At least two (2) years of related work experience providing administrative support and/or as a receptionist preferred, with experience with multi-line phone system.
•Oral and written fluency in English required. Spanish language fluency required. Additional language skills a plus.
•Proficiency in usage of basic technological tools including laptops/computers, email, phones, and internet required. Working knowledge of Microsoft Office Suite required.
•Quick learner and willingness to adapt and learn new systems.
•Knowledge of USPS postage meter and other office equipment preferred.
•Strong customer service orientation.
•Ability to communicate respectfully, clearly, effectively, tactfully and patiently in-person and on the phone to a diverse population.
•Ability to work collaboratively across functions, programs, and departments.
•Excellent at multi-tasking with forward-thinking, solution-oriented and collaborative approach.
•Ability to remain at workstation for long periods of time with limited ability to leave work area.
•Must be able to lift at least 50 pounds.
•Must be able to demonstrate and live the organizational values of Communication, Integrity, Respect, Collaboration, and Accountability.
•Successful completion of background checks required upon hire.
At Northern Virginia Family Service (NVFS), we value the diversity of backgrounds, experience, perspectives, and skillsets that we collectively provide to our community, clients and coworkers. We celebrate and thrive on our differences and welcome everyone’s unique contributions. NVFS is committed to advancing equity, embracing diversity, and promoting inclusion and is an equal opportunity employer. NVFS is an E-Verify participant and drug-free workplace.
NVFS values diversity in our workforce. We strongly encourage all interested individuals to apply, including people of color, all genders and gender identities, people of all abilities, LGBTQ+ individuals, other members of marginalized communities, veterans and national service alumni.