Office Coordinator/Receptionist

Overview:

Come join our team! Very few worked holidays, great time off benefits, and a caring, people-centered culture where you matter not only to us but also to the people experiencing food insecurity that we serve. We recently moved into a brand-new custom-designed facility that is shared with Meals on Wheels Mesa County, so it’s an exciting season. Be a part of something bigger than a job!

The Office Coordinator/Receptionist plays an essential role with Food Bank of the Rockies, ensuring that reception and office operations run smoothly for staff and visitors. The position supports multi-functions across the organization, including Marketing, People & Culture, and Finance. The Office Coordinator has a demonstrable ability to be self-motivated and work with multiple teams in a fast-paced environment while remaining flexible, proactive, resourceful, detail-oriented and efficient with a high professionalism and exceptional customer service.

Mission: We ignite the power of community to nourish people facing hunger

Values: Service; Integrity; Diversity, Equity & Inclusion; Collaboration; Innovation

Primary Responsibilities:

Receptionist:

• Greet all building visitors upon arrival and direct them to the appropriate location providing excellent customer service and professionalism
• Respond to calls, voicemail, and emails in a timely manner
• Maintain strong working knowledge of daily operations and available resources of the Western Slope Food Bank of the Rockies
• Maintain and coordinate cleanliness and organization of all break rooms, kitchen areas, lobby, and meeting rooms; ensure cleaning products and supplies are available
• Manage the scheduling of all meeting rooms for the distribution center, and keep meeting rooms orderly in between meetings

Office Coordination:

• Act as liaison for IT requests for on-site visits by IT vendor
• Receive intra-organizational deliveries and route to the intended recipient
• Coordinate printer and postage machine maintenance and service requests
• Place office supply orders and maintain accurate, up-to-date inventory and organization of the office supplies
• Maintain a professional relationship with suppliers and professional vendors
• Monitor expenses in accordance with the budget and uphold accurate record-keeping practices
• Coordinate ordering of office furniture for new and current staff
• Assist in scheduling meetings to include leadership team, new staff orientations, committee meetings, and staff meetings/calls
• Assist Western Slope leadership in cleaning and organizing server files
• Maintain filing and organization of hard copy organizational files
• Monitor the usage of company vehicles and record departures
• Create and maintain check-out/in processes for signage, tents, cameras, table cloths, display set-ups, etc.
• Coordinate staff attendance at training or networking events
• Other duties as assigned

People & Culture:

• Prepare office space for onboarding staff to include cleaning desk and IT set-up
• Assist new employees with sizing clothes, swag, business card, nameplate, and business badge orders (managing the intake process)
• Maintain inventory and process orders for branded clothing, swag, business cards, and stationery
• Deliver and fulfill orders for clothes, swag, stationery, and more for all staff
• Coordinate length of service recognitions with the 45th Ave Office
• Coordinate and schedule recognition events
• Coordinate staff meals, celebrations, and functions
• Coordinate the purchase and delivery of misc. staff gifts; i.e., cards for major life events, flowers, special lunch, or gift cards

Marketing:

• Assist with updates to the intranet/staff directory
• Assist employees through brand resources such as the style guide, brand guide, e-signature, letterhead, etc.

Finance:

• In partnership with the Development team, complete daily deposits, both donations, and accounts receivable
• Secure deposit and confidential information and oversee disposal process according to company policy
• Other duties as assigned

Required Knowledge, Skills, and Abilities:

• Commitment to fulfilling the Food Bank of the Rockies mission and positively representing the brand both internally and externally
• Excellent organizational, time management, and follow-through skills
• Self-directed and results-oriented
• Proactive and independent problem solver
• Exercise independent judgment, think critically and strategically, collaborate with others, and follow-through to execute projects and program requirements
• Strong customer service orientation
• Ability to quickly adapt to new programs/ software
• Ability to read, write, speak and understand the English language fluently and professionally communicate verbally and in writing

Work Environment:

The work environment characteristics described here represent those an employee encounters while performing this job's essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting for long periods, standing, and walking intermittently
• Using office equipment such as computer, mouse, keyboard, printer
• Indoor office environment, temperature-controlled
• Occasionally lift, push, pull, or move up to 20 pounds

Required Qualifications:

• Minimum high school diploma or equivalent
• Minimum two years previous administrative support experience
• High proficiency with computers and technology
• Extensive experience using Microsoft Office Suite
• Experience using collaborative tools for file storage and sharing, meeting scheduling, and virtual collaboration

Expected Hours of Work:

This role is full-time, working approximately 40 hours per week in person.

Classification: Non-Exempt

Reports To: Western Slope Director

Location: Western Slope

Compensation: $20.00/hourly

Benefits:

Food Bank of the Rockies offers a fulfilling workplace and comprehensive benefits package, including:

• Paid time off, 10 paid holidays, sick time, paid parental leave, paid volunteer time
• A 401K retirement plan with a 4.5% percent employer-paid match
• Competitive employee health, dental, vision, and life insurance
• A monthly incentive for certified bilingual staff