Front Desk Coordinator

Job Description
The Front Desk Coordinator is responsible for managing and directing the operations of the Front Desk and its customers, handling clients, supporting the operations team and security staff, and handling all deliveries.  They will support the mission and the goals of the house, while providing good communication and information to all of our constituents. They will be responsible for administrative duties, scheduling, and all communication within this area. This position reports to the Security Manager and Director of Building Operations.

Position Summary
  • Organization, maintenance and management of the Front Desk
  • Planning and execution of resident staff hiring
  • A Liaison with all areas of the House including: Admissions, Resident Life, Programs , Marketing, Development, Business Office and Operations
  • Coordinator of all outgoing and incoming mail, packages and deliveries
  • Data entry, administrative duties, scheduling, and reporting

Responsibilities:
  • Greeting and welcoming customers, clients and residents (new, current, and overnight guests etc.), representing the institution in a positive fashion both within the House.
  • Being knowledgeable about I-House’s mission, programs and services at all times.
  • Implementing and using computer skills, that include working with email, word processing, excel and data entry.
  • Act as the administrative support for the full operations team, assisting with administrative duties, and communication to tenants, residents, and other departments of the house through written correspondence, email, and/or phone.
  • Answering and forwarding incoming phone calls efficiently to staff & residents through the central I-House switchboard and Monitoring to see that the telephone switchboard is in full working order and reporting malfunctions promptly.
  • Maintaining and overseeing the operation of the Front Desk making sure that it is covered at all times (seven days a week ) by Staff and Resident workers (this includes scheduling, coming to meetings, calculating hours worked by desk staff, responding to shift reports, and/or other duties as directed by the Front Desk Manager).
  • Monitoring the schedule and working on the weekends to provide coverage when needed.
  • Sorting of the mail at the Front Desk, making sure that staff mail is placed in mailboxes (staff are contacted), and resident mail is ready each day at 4pm for delivery into the resident mailboxes.
  • Tracking receipt of all packages, and deliveries and monitoring package log book to determine pick-up and/or return of package if required.
  • Working closely and promptly with the Admissions Office, responding to administrative housing needs and housing inquiries, and checking residents in and out of International House.
  • Working with the Director of Building Operations as it relates to urgent Facilities/Maintenance issues and the data entry of all maintenance and phone requests.
  • Observing the coming and going of Residents, staff, and the general public as they go in and out of the building, as well as the video security monitors located at the front desk.
  • Being knowledgeable of Housing Rates and/or availability.
  • Monitoring the lobby and waiting area regarding brochure supplies, and general cleanliness in the Front Desk area.
  • Responding to emergency situations by assisting the Manager of Security and the Director of Building Operations when appropriate, calling the Police or medical assistance directly when necessary.
  • Maintaining, recording and detailing maintenance work orders in the StarRez computer system submitted by residents and staff.
  • Evaluating problem situations and complaints, and driving the customer to the appropriate person for services.
  • Attend All Staff and Front Desk meetings.

Qualifications:
  • Computer skills – experience using Word, Excel, Outlook, StarRez system  knowledge preferred but not required
  • Excellent communication skills
  • Ability to work as Team player
  • Ability to follow direction and receive feedback 
  • Reliable
  • Friendly and engaging Personality
  • Ability to show initiative and drive 

Physical Demands:
This is largely a sedentary role; however, some physical demands are required. This includes the ability to lift files, packages, open filing cabinets and bend or stand as necessary.

Compensation:
IHP offers a competitive compensation and an excellent benefits package: group health, dental and vision insurance; flexible spending and transit accounts; short and long-term disability and group life insurance; 403(b) with matching contributions; Employee Assistance Program; voluntary benefits; as well as paid vacation, personal time, sick time and holidays.

Application Process:
IHP is an equal opportunity employer. This position is classified as exempt based on the Fair Labor Standards Act. All qualified applicants are encouraged to apply. Interested candidates should submit their resume and a letter of interest with salary requirements to Anna Wang, Human Resources Coordinator at annaw@ihphilly.org