Front Office Coordinator

Job Description

Job Description

TITLE : Front Office Coordinator

REPORTS TO : Director of Administration

CLASSIFICATION : Part-Time, Non-Exempt

Organization Overview :

Turning Point, Inc., in Mount Clemens, MI, is a non-profit, 501(c)(3) organization qualified for Public Service Loan Forgiveness (PSLF). Turning Point, Inc empowers survivors of domestic violence, sexual violence, and human trafficking through comprehensive services and resources while advocating for community action to end oppression and violence. We offer emergency shelter, housing, advocacy / counseling, forensic nurse examiner program & first response advocacy services, 24-hour hotline, personal protection order assistance and legal advocacy, community education, and systems change.

POSITION SUMMARY :

As a Front Office Coordinator, you will be the first point of contact for our organization. The Front Office Coordinator answers inquiries and provides information to the public, visitors, survivors, and other interested parties regarding resources and services provided by the organization. Customer-service skills are required, as the Front Office Coordinator will also welcome and greet visitors who come to the organization, answer and transfer phone calls, and complete all other front-desk activities as requested. Must be proficient in operating standard office equipment, including photocopiers, scanners, facsimile machines, voice mail systems, and personal computers. Should have a strong background in customer and personal services, with experience in assessing customer needs, maintaining high service quality standards, and evaluating customer satisfaction. Proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook) is essential. The role requires excellent verbal and written communication skills, along with strong organizational and time management abilities to ensure efficient and professional front-office operations.

SUPERVISION RESPONSIBILITIES :

This position has no supervisory responsibilities.

REQUIRED KNOWLEDGE :

The ideal candidate should have a solid understanding of professional practices relevant to their role, including administrative, operational, or programmatic functions. Strong organizational skills, attention to detail, and the ability to support teams through effective communication and problem-solving are essential. Familiarity with principles of equity, inclusion, and anti-oppression is important, along with the ability to work collaboratively in a mission-driven environment. An understanding of trauma-informed principles and the organization's commitment to accessible, inclusive services for survivors is beneficial, along with the ability to effectively contribute within nonprofit or human services environments that support vulnerable populations. This position requires strong knowledge of customer service principles, front-office operations, and proficiency in standard office equipment and Microsoft Office applications, along with excellent communication and organizational skills to ensure a welcoming and efficient environment for all visitors and callers.

EDUCATION / EXPERIENCE :

Associates degree or related field and / or equivalent experience preferred. 2 years administrative work experience preferred.

Principal Duties and Responsibilities :

• Implement agency and program mission and empowerment philosophy.
• Administer and implement agency policies, procedures and protocols.
• Maintain agency policy on confidentiality, record keeping and professional ethics.
• Perform administrative tasks such as answering phones, scheduling appointments, and maintaining records.
• Record financial transactions and conduct banking transactions.
• Greet and welcome visitors as they arrive at the office.
• Direct visitors to the appropriate person and office.
• Answer multi-line phone system and direct calls to appropriate department.
• Provide basic and accurate information in-person and via phone / email.
• Receive, sort and distribute daily mail / deliveries. Post mail at the end of the day, enter postage on spreadsheet & drop off mail at post office.
• Process packages for FedEx shipping.
• Maintain resident mail process and client pick-up file at the front desk.
• Assist donors by accepting donations, providing receipts, and informing supervisors.
• Maintain office security by following safety procedures and controlling access via the reception desk.
• Maintain professional appearance of waiting room, reception area, common area, file room, conference room, kitchen and restrooms. Update and distribute kitchen duty reminder weekly.
• Update and print daily sign-in sheets as needed.
• Update phone extensions, enter new employees in phone system, and set up conference calls as needed.
• Monitor and order office supplies for entire agency. Including ordering printed materials for the agency; business cards, stationary, brochures, etc.
• Serve as Emergency Response Coordinator. Facilitate quarterly fire / tornado drills at Admin / SHR site and keep record of drills.
• Provide secretarial support as needed by Management; including letter composition, word processing, data input, meeting preparation, etc.
• Perform clerical duties such as filing, photocopying, transcribing and faxing.
• Alert the Director of Administration to any personnel or building issues.
• Participate in applicable staff, committee meetings, and other meetings deemed necessary by Turning Point.
• Conduct relationships with staff to promote mutual respect, improvement of services, and interdepartmental program development.
• Cooperates with all other Turning Point programs to achieve organizational goals.
• Notify the Director of Administration or Chief Executive Officer of any emergency situations that may affect Turning Point staff and clients.
• Perform all other duties as assigned by the Director of Administration.

Working Conditions :

Turning Point, Inc. is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, pregnancy, gender identity, sexual orientation, national origin, age, citizenship, marital status, disability, height, weight or Veteran status