Front Desk Coordinator

Boys & Girls Clubs of Greater Tarrant County; Hillsboro (TX); On-site; USD 32,000 - 48,000; Full time

Job summary

Boys & Girls Clubs of Greater Tarrant County is seeking an Administrative/Data Support Specialist to manage membership data, assist branch operations, and support grant reporting. You will serve as a key resource for staff, handle a variety of administrative duties, and uphold data accuracy and compliance.

Ideal candidates have 2+ years of administrative experience, strong communication skills, and proficiency with Google Suite and MS Office.

Qualifications

• High School diploma or equivalent; some college preferred.
• Two years of responsible administrative experience.
• Experience with Google Suite and Microsoft Office.
• Ability to pass agency background and drug screens.

Responsibilities

• Daily data management and membership records oversight.
• Serve as data resource for branch operations staff.
• Act as internal data auditor to ensure accuracy and compliance.
• Support branch grant reporting and related data tasks.
• Manage administrative tasks: phone, calendar, reports, filing, data entry.
• Provide operations support and resolve issues with other departments.
• Be the first contact for visitors during program hours.
• Deliver high-quality customer service to youth, families, and stakeholders.
• Ensure compliance with policies and timely paperwork.
• Oversee safety check-in/out processes and facility safety procedures.

Skills

Customer service

Communication

Multitasking

Data entry

Attention to detail

Confidentiality

Problem solving

Phone etiquette

Organization

Time management

Education

High School diploma or equivalent

Some college

Tools

Google Suite

Microsoft Office

Database basics

Job description

Description

Essential Duties

Data Management

• Accountable for daily operations of data management systems, with specific responsibility for membership information oversight
• Serve as a primary data resource for branch operations staff
• Act as internal data auditor to ensure accuracy and compliance with operational processes for all applicable data systems

Grant Support

• Provide support for the completion of branch grant objectives related to reporting or data-specific activities
• Coordinate with branch leadership to ensure all grant reporting is completed on time and accurately

Administrative Duties

• Completes a broad variety of administrative tasks including answering the phone; managing calendar appointments; completing reports; filing, copying, scanning, composing, and preparing correspondence; compiling documents for meetings and training; data entry, running reports, making purchases, and all other related administrative duties as assigned
• Complete all administrative duties with accuracy and by deadline
• Communicate with branch leadership to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately

Operations Support

• Provide support to all branch operation functions as needed
• Work in conjunction with other internal departments to identify, communicate, and resolve operational issues

Customer Service

• Act as the primary initial point of branch contact for all persons entering or calling the facility during program hours
• Build strong, positive relationships with youth, parents/families, and community stakeholders through high-quality customer service practices

Administrative Compliance

• Complete all required reports and administrative duties on time
• Collect and manage required data and internal and external reporting. Ensure accuracy of data and reporting.
• Comply with all administrative policies and procedures, processes, and controls
• Accountable for accurate and timely paperwork, reports, and data entry
• Accountable for utilizing all BGCGTC communication tools regularly and effectively

Facility & Safety

• Provide primary safety oversight for the daily check-in / out process of youth and visitors
• Manage the vestibule area of the branch facility (where applicable) to ensure all activities align with the organization’s standard safety procedures for this area
• Accountable for adherence to all organizational health and safety policies and implementation of all safety practices and procedures at assigned work location(s)
• Take all necessary and reasonable precautions to protect members, staff, equipment, materials, and facilities. Abide by facility maintenance protocols and procedures to ensure compliance
• Accountable for reporting incidents and completing documentation within the required timeline

Relationships

• Be a positive role model
• Maintain emotional control and make good decisions under pressure
• Represent the Boys & Girls Club in a positive manner

Attendance

• Regular attendance is required; arrive on time, work required hours/shift, and leave at the scheduled time

Requirements

Education and Work Experience Requirements

• High School diploma or equivalent; some college preferred
• Two years of responsible administrative experience with demonstrated ability to perform duties

Minimum Qualifications Requirements

• Ability to work regular business hours
• Ability to accurately handle multiple tasks simultaneously with accuracy
• Ability to build rapport and relationships
• Ability to work well with all levels of internal management and staff
• Ability to work well with external stakeholders
• Ability to maintain confidentiality at all times
• Ability to think critically and logically
• Effective oral and written communication skills
• Efficient typing skills and administrative skills
• Ability to be detail-oriented and efficient
• Excellent customer service skills
• Excellent problem-solving skills and possess good judgment
• Excellent phone and email etiquette
• Advanced organizational and planning skills
• Knowledge of database systems and ability to perform data entry
• Experience with Google Suite and Microsoft Office
• Must be able to pass agency background screens and drug screens at any time
• Must have reliable transportation, liability insurance, satisfactory driving record, and a valid driver’s license for operation of a motor vehicle relevant to carrying out duties

Preferred Qualifications

• Bilingual
• Advanced technical understanding and experience with computer technology and software programs, particularly Google.
• Advanced ability to create spreadsheets using formulas
• Customer service experience
• Work experience with or program knowledge of the Boys & Girls Club Movement (national and/or local Club) is an advantage