Front Desk Assistance

Job Description:

The Front Desk Assistant, at the Dallas office, provides general office support with a variety of clerical activities and related tasks. They serve as the site’s primary Receptionist; greeting, welcoming, and directing visitors and clients appropriately; notifying IRC’s personnel of visitor/client arrivals; maintaining the lobby and front desk; and coordinating telecommunications and check-in systems.

Major Responsibilities:

·Welcome staff, clients and guests by greeting them, in person or on the telephone, with a warm and friendly demeanor;

·Treat all staff, clients and guests with respect, professionalism, kindness and dignity;

·Maintain up-to-date information on front desk processes and procedures as well as lobby bulletin boards with up-to-date information/flyers, and a safe and clean reception area;

·Answer or refer inquiries from clients and guests to the appropriate staff;

·Make appointments and conduct and follow-up calls. Manage voicemail system and send messages to appropriate staff;

·Check IRC clients in for their appointments and provide other programmatic support, such as receiving documents from clients and directing them to appropriate staff.

·Provide referrals and information on IRC programs and services.Refer non-IRC clients to appropriate internal and external resources;

·Ensure staff, clients and guests are checking-in when they arrive to the IRC using the online Proxyclick system;

·Train, supervise and schedule volunteers to help support the front desk;

·Participate in all program meetings, staff development activities, and fully engage as a member of the team;

·Follow all policies, procedures and protocols of the agency;

·Other related duties as assigned.

Qualifications

·High school diploma required; higher education preferred;

·Minimum 1+ years relevant work experience in administration, reception, or other experience in providing professional customer service;

·Consistent professional dress and manner;

·Previous multi-cultural experience and demonstrated ability to communicate well with people of varied backgrounds required;

·Ability to work independently, be a self-starter and maintain responsibility for multiple tasks;

·Ability to be flexible, prioritize well, and be detail oriented;

·Ability to be resourceful and proactive in dealing with issues that may arise;

·Ability to speak in a clear and friendly manner over the phone;

·Ability to greet clients and visitors in a friendly and welcoming manner when face-to-face;

·Excellent organization, customer service and time management skills;

·Strong English written and verbal communication skills;

·Strong computer skills including keyboard and data entry; Microsoft Office and Box for document sharing and storage.

·Proficiency in an additional language relevant to current refugee populations preferred (particularly Swahili, Kinyarwanda, Spanish, Arabic, Dari, or Farsi).

Working Environment:

·Professional, fast-paced office environment;

·Must be able to use a computer for long periods of time;

·Position hours are Monday-Friday, 8:00am-4pm.

COVID-19 Vaccination Requirement: In accordance with IRC’s duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, IRC requires candidates who are selected for interview to furnish proof of vaccination against COVID-19 in order to be considered for this position.

Commitment to Diversity and Inclusivity: IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.