Reception & Administrative Coordinator - Daytime Hours

Advocates; Sterling (MA); On-site; USD 22,041 - 28,929; Full time

Job summary

Advocates in Sterling, MA is seeking an Administrative Receptionist to greet visitors, handle calls, and support the program leadership. The starting rate is $19.00 per hour and the schedule is Monday through Friday 8am-4pm.

This role requires a High School Diploma or GED and at least one year of reception or administrative experience. You will manage meetings, maintain data and supplies, and ensure a welcoming, organized office aligned with Advocates' values.

Qualifications

• High School Diploma or GED and 1 year administrative or receptionist experience.
• Demonstrated understanding of and competence in serving culturally diverse populations.
• High energy level, superior interpersonal skills and ability to work both independently and in a team atmosphere.
• Ability to interact and communicate effectively both verbal and in writing with all levels of organization, staff and outside vendors.
• Experience with office procedures and equipment with a strong working knowledge of Microsoft Office Suite.
• Excellent organizational skills and the ability to multitask.
• Must possess the ability to read and speak English.

Responsibilities

• Provide administrative support to the management and leadership of Day & Employment Services, as directed.
• Answer all incoming telephone calls and direct the caller to the appropriate individual. Provide callers with information and review all voicemail for senior leadership.
• Welcome and direct all visitors to the program. Connect visitors to the appropriate staff.
• Responsible for the daily opening and closing of the program’s reception and main entrance areas. Ensure the reception area is kept neat and clean
• Work in partnership with leaders to plan and coordinate events including managing logistics.
• Coordinate appointments and staff meetings, serve as the point of contact for meeting communications and for confirming participation. Maintains a visual schedule at reception area.
• Attend various meetings & take meeting minutes, as requested. Handle all follow up to meetings including typing and distributing meeting minutes.
• Develops and maintains accurate and complete data collection and ongoing required documentation for day services program projects. Continues to monitor for accuracy, completeness, and integrity.
• Input all program attendance sheet data for individuals and interface with the financial department on billing issues, as directed.
• Mail and track participants required paperwork for admittance and ongoing support.
• Oversight of receipts and tracking for leadership billing statements and petty cash, as directed.
• Maintain ordering of necessary supplies for all cost centers.
• Supervise the maintenance of all office equipment, including copiers, and mail machine. Ensure supplies are in stock.
• Follow procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Ensure that all cleaning and kitchen supplies are stocked appropriately.
• Maintain and replenish routine job development supplies including staff business cards and program brochures with guidance from the VP of Day & VP of Employment Services.
• Assist with facility and vehicle scheduling/maintenance. Coordinate all maintenance orders with the Facilities Department and Senior Director of Operations. Coordinate cleaning tasks with custodian or nightly cleaning crews.
• Responsible for reception area coverage, maintaining schedule and training of back-up assistance.
• Maintain necessary certifications (CPR, First Aid, Safety Care).
• Ensure that individuals we support are treated with dignity and respect in accordance with Advocates Human Rights Policy.

Skills

Interpersonal skills

Customer service

Multitasking

Organizational skills

Education

High School Diploma/GED

Tools

Microsoft Office Suite

Job description

Advocates in Sterling, MA is seeking an Administrative Receptionist to greet visitors, handle calls, and support the program leadership. The starting rate is $19.00 per hour and the schedule is Monday through Friday 8am-4pm.

This role requires a High School Diploma or GED and at least one year of reception or administrative experience. You will manage meetings, maintain data and supplies, and ensure a welcoming, organized office aligned with Advocates' values.