Receptionist & Office Coordinator
Nashville Area Chamber of Commerce
Community & Nonprofit , Customer Service , Front Desk
Position Description / Responsibilities
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. This position is part-time 25-27 hours per week.
Essential Job Functions
Reception & Information Services
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. Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel to ensure good customer satisfaction and improved community relations.
Provides customer support for general information questions. Monitors information request inbox on a daily basis, responds to inquiries or forwards to appropriate team member to respond. Assembles resources. Conducts web research, assess 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.
Office Environment- Keeps office organized to increase office efficiency. Responsible for cleanliness, organization, and stocking of all conference rooms, whiteboards, and coffee stations. Acts as liaison with vendors and/or building maintenance to keep the office clean and safe. Submits maintenance and housekeeping requests as needed. Monitors and orders inventory forbreakroom. Manages office recycling program including copier/printer ink, paper/cardboard, drink containers. Organizes electronics recycling periodically throughout the year. Manages reservation schedules for meeting spaces. Manages incoming and outgoing mail and deliveries.
Equipment & Supplies- Monitors office equipment to ensure it is in good working order. Monitors and orders 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. Assists in creating an office budget and planning purchases within budget.
Miscellaneous Responsibilities- Manage telephone system, office access passes, and ensures employee phone lists are current. Serve as key team member for developing and communicating emergency and disaster response procedures and training. Updates Front Desk Manual to maintain current documentation of all office policies and procedures. Enters checks received by mail on a daily basis and provides to accounting. Assists with Chamber Job Board by posting requests, approval and removal submittals. Provides daily monitoring of submissions, approve and posting member submissions, share non-member submissions with Membership team. Supports other departments with miscellaneous clerical jobs as able. Special projects as assigned or approved by vice president of administration.
- Requires a high school diploma.
- Requires a minimum of two years administrative experience.
Knowledge, Skills, and Abilities
- Demonstrates positive attitude and excellent customer service skills.
- Strong interpersonal skills to establish and maintain effective working relationships internally and externally.
- Knowledge of Microsoft Office applications in particular Office 365, Word, Excel, and Outlook
- Multi-line switchboard experience.
- Effective oral communication and telephone etiquette.
- Ability to write clearly and concisely demonstrating correct grammar.
- Strong organizational skills and ability to complete a wide variety of tasks.
- Flexibility to adjust to new tasks should company or office needs change.
- Demonstrates attention to detail.
- Ability to meet deadlines.
- Ability to work with minimal supervision.
Send cover letter and resume to firstname.lastname@example.org