Receptionist/ Administrative Assistant - Sarasota, United States - Community Foundation of Sarasota County Inc

Description

Community Foundation of Sarasota County

Job Profile

Title:
Receptionist/Administrative Assistant


Date: 5/1/24


Reports to:
VP, Human Resources


Status:
Non-Exempt


Purpose:

This position serves as the first point of contact (telephone and in-person) for external stakeholders including donors, professional advisors, nonprofit organizations, and community leaders, but also acts as an integral resource for internal staff.

The incumbent ensures the Foundation?s customer service brand is represented in all interactions and tasks.

Essential duties include managing the main phone line, welcoming visitors; processing mail; recording cash receipts, setting up and/or editing donor profiles in the customer/financial database (FIMS), tracking/ordering/distributing office and building supplies, and coordinating with facility vendors to schedule service visits.

This is an in-office position and does not allow for remote work on a regular basis.


Responsibilities:

• Ensure incoming phone calls are answered quickly and professionally, then routed accordingly.
• Monitor guests arriving at building and provide electronic access to front door; welcome guests and announce arrival to appropriate staff member(s); lead guests to meeting room and/or elevator, as needed; provide refreshments, as needed.
• Receive, sort, distribute incoming mail/packages in a timely manner. Collect outgoing mail and drop into external mailbox.
• Greet vendors and announce arrival to appropriate staff member(s); direct accordingly.
• Post and log daily cash receipts; update FIMS donor profiles; coordinate receipts with Finance team.
• Inventory & order supplies for printers/copiers/postage machines; report/track service issues.
• Inventory and order office and facilityrelated supplies, along with CFSCbranded materials.
• Assist with clerical tasks related to initiatives (Season of Sharing, The Giving Challenge, others) or other general tasks (printing, copying, scanning, etc.), as needed.
• Ensure employee phone directory is always up to date.
• Ensure reception and client coffee/waiting areas are wellmaintained and professional.
• Train new employees on various processes, including use of postage machine, meeting room reservation system, copiers/scanners, phones, office processes, customer service standards, etc.