Position Summary
As the receptionist and office coordinator, this position is the “face or front door” to the Chamber, its members, prospective members, the community, and Chamber affiliates. The receptionist greets guests to the office. The receptionist answers incoming calls and directs callers to appropriate personnel. This individual responds to basic information inquiries received via phone or online regarding our members and the community and directs tourists/visitors to appropriate resources. This position maintains the office to ensure positive experience for guests and productive environment for employees.
Essential Job Functions
- Reception
- Operates a multi-line telephone system and answers incoming telephone calls to determine purpose of calls, and forwards callers to appropriate personnel, exhibiting prompt and courteous customer service for the Nashville Area Chamber and Nashville Health Care Council.
- Monitors Operations shared mailbox.
- Welcomes on-site visitors, determines purpose of business, and announces visitors to appropriate personnel to ensure good customer satisfaction and improved community relations.
- Information Services
- Provides customer support for general information questions.
- Monitors Chamber Information shared mailbox on a daily basis, responds to inquiries or forwards to appropriate team member to respond.
- Assembles resources. Conducts web research, assesses data collected and determines best path to obtain/provide needed information.
- Has general awareness of Chamber member benefits, upcoming Chamber programs and events.
- Provides guidance to businesses about the Chamber Certificate of Origin program, mails out Certificate of Origin forms and processes, and emails out Chamber W9 forms.
- Office Operations
- Manages reservation schedules for meeting spaces.
- Keeps office organized to increase office efficiency.
- Responsible for cleanliness, organization, and restocking of all conference rooms throughout each day.
- Responsible for cleanliness, organization, and restocking of breakroom/kitchen area.
- Monitors and orders inventory as needed.
- Checks breakroom at the end of each day for cleanliness and runs dishwasher.
- Serve as building liaison for special activities and notices.
- Acts as liaison with building maintenance and/or vendors to keep the office clean and safe. Submits maintenance and housekeeping requests as needed.
- Manages office recycling program including copier/printer ink, paper/cardboard, drink containers. Organizes electronics recycling periodically throughout the year.
- Updates Front Desk Manual to maintain current documentation of all office policies and procedures.
- Reports office progress to senior management and works with them to improve office operations and procedures where needed.
- Mail
- Design and implement key office services to include management of incoming and outgoing mail; office machines; office supplies; and systems to communicate policies and procedures to Chamber employees.
- Manage all incoming and outgoing mail and package deliveries for Chamber and affiliates.
- Prepare daily outgoing mail.
- Take care of packaging and shipping company materials as needed.
- Assists with postage monthly billing.
- Assists with Chamber new member and member renewal mailings for Growth department.
- Enter checks received by mail on a daily basis and provides to accounting.
- Equipment & Supplies
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- Monitor office equipment to ensure it is in good working order.
- Monitor and order office supplies including but not limited to copy paper, copier toner, stationery, general office supplies and breakroom supplies.
- Responsible for ordering office and breakroom supplies, including price comparisons. Reconciles orders and invoices. Obtains budget codes for orders for AP processing.
- Maintain office printers and prepare internal billing worksheets.
- Assist in creating an office budget and planning purchases within budget.
- Accounting
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- Ensure daily cash receipts received by express or US mail are timely and accurately recorded.
- For the Nashville Chamber of Commerce this includes recording needed check information on an Excel sheet, inputting check information on Personify to show a member payment, stamping each check with the appropriate stamp depending on bank and company, making copies for files, and routing them to correct accountant for deposit.
- For the Health Care Council this includes recording needed check information on an Excel sheet, stamping each check with the appropriate stamp depending on bank and company, making copies for files, and routing to correct accountant for deposit.
- For other organizations where the Chamber provides administrative support (Transit Alliance of Middle TN, PACs) this includes recording needed check information on an Excel sheet, making copies for files, and routing them to correct accountant for deposit. Monitor Accounts Payable shared mailbox for invoices submitted directly from vendors and forward to appropriate departments for coding and submission or forwarding on to Bill to be set up and paid if they are recurring invoices.
- Responsible for uploading invoices to Bill system for payment. Review submissions for coding and approve information. Confirm due date, amount, invoice number are properly uploaded.
- Editing, deleting, or attaching extra documents to already submitted invoices when necessary.
- Notify Accounting Manager when a new vendor needs to be set up in the BILL system
- Administrative Support for Other Departments
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- Support other departments with miscellaneous clerical jobs as able.
- Help with setting up and working events as needed.
- Assist HR manager when needed with Chamber Job Board by posting requests, approval and removal submittals. Provide daily monitoring of submissions, approval and posting member submissions, share non-member submissions with Membership team.
- Develop knowledge of Chamber’s CRM system (Personify) and capability to enter transactions, edit member and company profiles when needed, track member engagement to ensure accurate information in the system.
- Miscellaneous Responsibilities
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- Ensure employee phone lists are current and well disseminated.
- Assist in managing office access/security system. Ensure office is locked during non-business hours and holidays. Post notices on door when office is closed for special events and holidays.
- Serve as key team member for developing and communicating emergency and disaster response procedures and training.
- Special projects assigned or approved by chief of staff.
- Revenue generation as agreed upon.
