Front Desk Specialist
Seattle (United States of America)
IRC Background:The mission of the International Rescue Committee (IRC) is to help people whose lives and livelihoods are shattered by conflict and disaster to survive, recover and gain control of their future. Founded in 1933, the IRC has a presence in over 40 countries and 27 offices in the United States; the IRC leads the way from harm to home. IRC opened an office in Seattle in 1976 and provides a continuum of services including intensive case management, employment and economic empowerment services, immigration assistance, health and wellness programming, and education support to refugee and immigrant families in Washington State. IRC Washington is committed to providing trauma-informed, equitable, and accessible services and maintaining and evolving a diverse, inclusive, and supportive workplace.
The Front Desk is responsible for maintaining a welcoming and professional customer service-focused environment, ensuring clients and visitors are directed to the appropriate programs and staff members, and responding to inquiries about IRC’s services. The position is also responsible for completing general administrative and client coordination tasks for the operations teams and direct service delivery teams, including overseeing front desk/reception interns and volunteers. The position reports to the Operations Manager and is part of the Operations Team.
Front Desk & Office Access:
·Manage front door entry system and lobby in a professional way.Help maintain workplace security by ensuring visitors check-in and check-out, via a visitor management system, and follow COVID-19 and other IRC Safety & Security protocols.
·Greet and process visitors with appointments and with support from appropriate staff, manage visitors without appointments.
·Respond to all client inquiries in a polite, professional, and timely manner.
·In conjunction with the Operations Manager, ensure new staff and interns have access to ID cards, and office key codes.
·Maintain a check-in and appointment scheduling system using Proxy Click for visitor appointments across departments.
·Answer and direct incoming telephone calls. Take messages and answer basic questions or direct them to appropriate programs/people
·Oversee administrative volunteers and provide training, supervision, and support
·Regularly update front office memos and announcements board and inform occasional interns/volunteers of policy changes as necessary.
·Assist with safety and security measures as required.
·Perform other duties as assigned by supervisor
·Coordinate calendaring and use of shared meeting spaces such as conference and training rooms, meeting suites and desks.
·Maintain the reception area and lobby in a sanitized, neat, and professional manner.
Administration and Operations Support:
·Oversee operations in both reception offices and copy rooms, including receiving and distributing mail and deliveries, restocking office supplies.
·With support from Operations Manager, liaise with office and equipment maintenance providers and other external parties as needed to support office operations.
·Assist Operations Team with maintaining and processing office supply requests, valuation of CIK, and managing inventory.
·Carry out a variety of administrative tasks including but not limited to assisting with scheduling of appointments, filing, faxing, receiving, and distributing mail.
·Monitor general office and Volunteer email inboxes, direct emails to appropriate staff, respond to general inquiries.
·Coordinate with donors and advise on donation needs and requirements; assist with donation drop-offs.
·In conjunction with the HR Manager and the Senior Volunteer & Outreach Specialist inform occasional interns/volunteers of policy changes as necessary.
·Comply with all IRC policies, procedures, and protocols including the IRC Way and Child Safeguarding Policy.
·Other duties as assigned.
Key Working Relationships:
·Position Reports to:Operations Manager
·Other Internal and/or external contacts:
·Internal: IRC Staff, volunteers, and Interns
·External: Position helps coordinate services and is responsible for maintaining relationships with appropriate vendors and community partners.