Guest and Staff Services Coordinator

OVEC; Shelbyville (KY); On-site; USD 32,000 - 42,000; Full time

Job summary

OVEC is seeking a Guest and Staff Services Coordinator at its central office in Shelbyville, KY. The role involves welcoming guests, front desk management, and ensuring smooth daily operations.

The coordinator will prepare reports, track timesheets and financial information, and support staff with a variety of administrative tasks. The ideal candidate is highly organized, detail-oriented, proficient in Microsoft Office, and able to work independently in a fast-paced environment.

Qualifications

• High school diploma or GED required.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook) and general computer skills.
• Experience in data entry and handling multiple tasks preferred.
• Experience in purchasing and accounting is preferred.

Responsibilities

• Greet guests and manage front desk operations to ensure a welcoming environment.
• Maintain accurate records and prepare reports as needed.
• Coordinate meetings and trainings and manage timesheets and financial information.
• Provide administrative and clerical support to program staff and leadership.
• Support Head Start program activities and organizational operations.

Education

High School Diploma/GED

Microsoft Office proficiency

Data entry

Multitasking

Purchasing

Accounting

Tools

Microsoft Office

Job description

The Guest and Staff Services Coordinator serves as the first point of contact at the organization's central office in Shelbyville, KY, while providing essential administrative and clerical support to ensure smooth daily operations. This position is responsible for welcoming guests, managing front-desk activities, maintaining accurate records, preparing reports, coordinating meetings and trainings, tracking timesheets and financial information, and supporting staff with a variety of operational needs. The ideal candidate is highly organized, detail-oriented, proficient in Microsoft Office applications, and able to work independently while managing multiple priorities in a fast-paced environment. This role plays an important part in supporting organizational operations and ensuring visitors and staff receive timely, professional, and high-quality service.

JOB QUALIFICATIONS:

• High School Diploma/GED required
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook, as well as general computer skills, is required.
• Experience in data entry and handling multiple tasks preferred
• Previous experience in purchasing and accounting is preferred

REQUIRED SKILLS/ABILITIES:

• Must be friendly, flexible, organized, detailoriented, and possess strong oral and written communication skills
• Ability to use online technology tools, such as cloud storage, human information resource systems, and purchasing software
• Strong organizational and time management skills
• Good interpersonal & hospitable skills

SPECIFIC RESPONSIBILITIES:

Guest Reception and Front Office Management

• Serve as the first point of contact for OVEC by greeting guests, assisting with visitor registration, providing hospitality, and directing visitors to meeting rooms and appropriate departments.
• Answer telephone calls promptly and professionally, providing information regarding office and departmental policies and procedures or directing inquiries to the appropriate staff.
• Maintain a welcoming, clean, organized, and comfortable lobby and reception area for guests and staff.
• Manage OVEC's general promotional items inventory and distribute materials to staff and guests as needed.
• Create employee identification cards.

Administrative and Clerical Support

• Prepare, type, format, and distribute correspondence, documents, forms, applications, and other materials as requested.
• Operate and maintain office equipment, including computers, copiers, laminating machines, fax machines, and postage meters.
• Assemble and distribute applications, forms, and general information to visitors, applicants, teachers, and members of the public.
• Schedule meeting rooms, facilities, and services as directed by the supervisor.
• Provide administrative and clerical support to program staff and leadership to facilitate daily operations.

Mail and Shipping Coordination

• Retrieve incoming mail from the post office each morning and deliver outgoing mail to the post office at the end of each business day.
• Sort and distribute incoming mail to the appropriate staff or departments.
• Coordinate shipping and mailing of special items as needed.

Accounting and Financial Administration

• Prepare vendor invoices for payment and create purchase orders, standard invoices, and service contracts as needed.
• Monitor and process purchase orders, check requests, and supply orders.
• Code and submit travel vouchers and employee reimbursement requests.
• Support annual membership renewals, subscriptions, and contract submissions.

Personnel, Timekeeping, and Records Management

• Assist the Accounting/Human Resources Coordinator with maintaining accurate personnel files and employee records.
• Review employee timecards and timekeeping records for accuracy, identify discrepancies, and communicate with staff regarding necessary corrections.
• Review employee calendars and verify timekeeping information as needed.
• Maintain accurate, organized, and uptodate records, databases, and tracking documents, including recruitment data and transportation logs.

Head Start Program and Operational Support

• Provide administrative and operational support for Head Start program activities, including Policy Council meetings, trainings, calendars, and program initiatives.
• Coordinate logistics for meetings, trainings, special projects, and events in collaboration with program staff and leadership.
• Monitor and process purchase orders, check requests, and supply orders to support program operations.
• Oversee the Child Care Partnerships Child Care Assistance Program (CCAP) billing process and ensure timely and accurate submission of required documentation.
• Review, code, and submit travel vouchers and reimbursement requests in accordance with established procedures.
• Review employee calendars and verify timekeeping records to support accurate tracking and reporting.
• Coordinate annual membership renewals, subscriptions, and contract submissions to ensure timely processing and continuity of services.
• Assist with recruitment, public relations, and communications efforts, including event tracking, social media content development, and promotional activities.
• Coordinate annual projects and initiatives, including Literacy Month, Nutrition Month, Teacher Appreciation, and awareness campaigns.
• Support program staff with documentation, reporting, scheduling, and other administrative responsibilities to promote efficient and effective program delivery.

Meetings and Organizational Collaboration

• Attend required OVEC administrative and network meetings.
• Collaborate with staff across departments to support organizational priorities, maintain effective communication, and ensure timely completion of administrative tasks.
• Perform other duties as assigned to support OVEC's programs, staff, and leadership.