Front Desk & Office Operations Coordinator

Volunteers-of-America-Mid--state; Louisville (KY); On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

Medical Coverage

Dental Coverage

Vision Coverage

403b retirement plan with company fund

Life Insurance (company paid)

All company paid benefits and paidTime

Job summary

Volunteers of America Mid-States seeks an Office Administrator to manage the front desk, answer the door and phone, and coordinate with Directors and Program Managers to ensure program standards and accurate documentation. The role emphasizes data entry and inter-office communication.

The ideal candidate will have a high school diploma, strong computer literacy, excellent organizational and written skills, and a commitment to VOA values.

Qualifications

• Excellent verbal and written communication skills.
• Demonstrated ability to function in a general office capacity with the ability to manage many functions at once mandatorily.

Responsibilities

• Represents VOA values in interactions with community partners, coworkers and clients
• Operates office equipment such as copy machines, fax machines, and computers
• Answers telephones and takes messages or provides appropriate alternate service information.
• Ensures that mail is organized and provided to current employees in a timely manner.
• Organizes and maintains general administrative files and records.
• Manages the administrative functions of the office and keeps the office in compliance with VOA Program Services standards.
• Keep all meeting rooms clean and tidy work in collaboration with the Executive Coordinator to prep the rooms for external partner meetings
• Keep all employee spaces clean and clear (breakrooms, lobby areas) and notifying the office manager when supplies are low
• Maintains available, up to date, packet materials for respective programs.
• Attends training, as required.
• Assist with restorative justice and veteran services grant duties as assigned by program leaders and supervisor.
• Controls the main and employee entrance for the office and notifies the office manager if any issues with the entrances.
• Provides signature for UPS packages during shifts as well as checking the main mailbox as long as it is a VOA employee from any office location and notifies the individual they have a package to pick up.
• Responsible for faxing required documents to the property agencies/ authorities.
• Orders flower arrangements as needed
• Uploads invoices into doclink under the direction of the Executive Coordinator

Skills

Communication skills

Multitasking

Computer literacy

Education

High school diploma

Job description

Volunteers of America Mid-States seeks an Office Administrator to manage the front desk, answer the door and phone, and coordinate with Directors and Program Managers to ensure program standards and accurate documentation. The role emphasizes data entry and inter-office communication.

The ideal candidate will have a high school diploma, strong computer literacy, excellent organizational and written skills, and a commitment to VOA values.