Front Desk Coordinator

Description

Job Title: Front Desk Coordinator

Reports To: HR Manager 

FLSA Status & EEO Code: Non – Exempt & Administrative Support Worker

Division/Department: GHM/Human Resources 

Level of Work: Level I

Position Summary: The Front Desk Coordinator will perform receptionist job first and for most, making sure customer service (internal & external) is exemplarily. They will work directly with the HR team making sure tasks are efficient and effectively implemented, secondarily.  

Key Results Areas by level of work:

Level I: Quality – Complete and accurate work performed efficiently

Production quality and efficiency using appropriate tools and equipment, qualified to perform special processes as needed

Reception: Assist with the daily operations of the business by running the desk and phones.

1. Operate communication systems, such as telephone, switchboard, intercom, two-way radio, or computer.
2. Answer incoming calls, greeting callers, providing information, transferring calls and/or taking messages as necessary.
3. Route emergency calls appropriately.
4. Relay and route written and verbal messages.
5. Place telephone calls or arrange conference calls as instructed.
6. Perform clerical duties, such as typing, proofreading, accepting orders, scheduling appointments, and sorting mail.
7.  Answer questions about clients' businesses, using reference files. 
8. Opens gate when assistance is needed.
9. Performs all security duties as it pertains to visitors and contractors entering the buildings.

Training: Assist with setting up annual training sessions, organizing participant data and providing any handout documentation needed.

1. Assist with tracking and scheduling the industry training sessions.
2. Assist with Human Resource annual training as needed. 
3. Setting up and assigning training in Paylocity when necessary.
4. Reviewing and uploading training into Paylocity when needed.

Extra Mile Shop: 

1. Maintain extra mile shop, keeping it clean and seasonally correct.
2. Keep inventory accurate.
3. Order when necessary.
4. Assist employees when they need items from shop.

Customer Service:

1. Maintains extra mile points and send sheets to supervisors when updated.
2. Keys in, maintains shoe/safety allowances for employees, and request payment from accounts payable.
3. Create reports, collect data, and spreadsheets for HR when needed.
4. Maintain company directory.

Paylocity:

1. Monitor Employee Community – make sure all information is appropriate, delete when not, and notify HRBP if necessary.
2. Assist in creating groups for employees / monitoring information on the groups making sure everything is appropriate.
3. Adding information and fun notes into the community to keep people abreast of company information and involved with the community.

Follow instructions – oral and/or written

1. Can properly read and follow instructions given.
2. Will provide instruction and guidance to employees assigned to assist and as required, will participate in training of receptionist/hr staff for coverage or new hire.  
3. Performs other duties as assigned by the HR Manager, HRBP, or his/her designate.

Safety & housekeeping

1. Maintains a clean work area with no clutter.
2. Practices safety at all times while at work.
3. Follows safety policies and procedures and speaks up when others are non-compliant.
4. Wears all safety equipment when in the shop area.

Continual Improvement suggestions

1. Keeps an open mind to others continuous improvement suggestions.
2. Bring continuous improvement suggestions to the appropriate team member.

Professional Development

1. Demonstrates initiative, positive attitude, and enthusiasm for the job.
2. Will follow up with supervisor on professional development goals and opportunities.
3. Takes an interest and lets it be known that they have a desire to grow with the company.

Requirements

Qualifications:

To qualify for this position, an individual must possess the knowledge, training, experience and abilities required. 

Education and Training

• High School Diploma

Experience:

• 2 years in a related field or equivalent combination of education and experience.

Other:

• Must be willing to work overtime as required.

Skills:To perform the job successfully, an individual should demonstrate the following competencies: 

• Must have proficiency in MS office applications. 
• Ability and willingness to abide by set policies and/or safety programs established by GHM, our clients, and/or regulatory agencies which govern our performance and behavior in the normal course of our work while on GHM or the client’s property or job site. 
• Strong written and verbal communication skills required. 
• Strong organization and time management skills. 
• High attention to detail. 
• Demonstrate behavior consistent with company values. 
• Ability to work independently, with minimal direction as a highly motivated self-starter and within a team oriented culture. 
• Exhibits polite and professional communication via phone, e-mail and mail. 
• Maintain strict confidentiality regarding company matters. 
• Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan. 
• Obtains support and cooperation from others and reciprocates; demonstrates positive behaviors, displaying tact, respect, and understanding when dealing with others; proactively engages and confronts issues to achieve continual improvement. 
• Identifies opportunities and changes that benefit GHM; sets and achieves challenging goals; exhibits confidence in self and others; motivates other to perform well; effectively influences actions and opinions of others; displays passion and optimism; mobilizes self and others to fulfill the organizations goals, policies and procedures. 
• Manages difficult or emotional personnel situations; responds promptly to personnel needs; solicits personnel feedback to improve service; responds to requests for service and assistance; meets commitments. 
• Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; builds a diverse workforce. 
• Develops strategies to achieve organization goals; prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans. 
• Speaks effectively and persuasively on controversial or complex topics; listens and gets clarification; ability to respond effectively to the most sensitive inquiries or complaints; writes clearly, correctly, and informatively.     

Physical and Mental Demands

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. Required to speak and communicate clearly with others. 

Mental demands: While performing the duties of this position, the incumbent is required to read, write, analyze data and reports, exercise judgment, develop plans, procedures and goals, present information to others and work under pressure.

Work Environment: This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

Work Authorization/Security Clearance

Must be able to work in the U.S without sponsorship. No security clearance required. 

This job description is not all inclusive but rather serves as a general guideline of the current needs of the position and can be modified at the discretion of management to meet current business needs. Experience and education requirements are the primary basis for awarding this position, however substitutions that are essentially equivalent may be made as they relate to the essential functions, duties, and responsibilities of this position