Front Desk Administrative Coordinator

General Description: The Front Desk Administrative Coordinator serves as the first point of contact for United Way Broward and plays a critical role in creating a professional, welcoming, and positive experience for clients, donors, visitors, volunteers, community partners, vendors, employees, and members of the public. Working under the direction of the Executive Assistant to the CEO, this position provides front-office, administrative, and executive office support while maintaining a high standard of professionalism, confidentiality, customer service, and office protocol.

Primary Job Responsibilities & Duties:

Front Office & Visitor Experience

· Performs basic office and front-office cleanup as needed to maintain a clean, organized, professional, and welcoming environment at all times.

· Greets and assists visitors promptly and courteously.

· Ensures visitors follow established sign-in and access procedures.

· Notifies appropriate staff of visitor arrival while maintaining appropriate confidentiality and security.

Telephone & Crisis Response

· Answers a high volume of incoming calls professionally and efficiently.

· Accurately identifies the purpose and urgency of calls and routes callers appropriately.

· Responds to individuals experiencing distress or crisis with patience, empathy, professionalism, and appropriate de-escalation techniques.

· Follows established protocols for emergency or crisis situations and promptly escalates matters requiring additional intervention.

Office Operations

· Receives, sorts, and distributes incoming mail, packages, deliveries, checks, and other materials accurately and promptly.

· Coordinates incoming deliveries and ensures packages, documents, and other materials are promptly directed to the appropriate staff member or department.

· Maintains adequate supplies of copier paper, toner, office supplies, and other front-office materials to support uninterrupted daily operations.

· Provides conference room scheduling support to staff when applicable, including reservations and calendar coordination through Microsoft Outlook.

· Monitors copier and related equipment and coordinates service with appropriate staff for maintenance, repairs, and supply replacement.

· Maintains the reception, lobby, boardroom, visitor areas, and shared front-office spaces in a clean, organized, professional, and welcoming condition.

· Moves recycling bins to the designated parking lot collection area for regular pickup and returns them to the appropriate location following collection.

Executive Office Support

· Exercises discretion and confidentiality when interacting with donors, community leaders, vendors, and other external stakeholders.

· Provides administrative support for meetings, events, RSVPs, correspondence, and special projects as assigned.

Other Job Duties

· Participates in ensuring compliance and alignment with Council on Accreditation (COA) standards of practices as it relates to front-desk safety policies and procedures.

· Due to the leadership role United Way is called upon to play in the community, particularly during times of crisis, all United Way staff are expected to be fully engaged in the organization's crisis plan and response efforts.

· Participates in professional development training identified through supervision.

· Performs other duties and responsibilities as assigned by the supervisor to support organizational needs and operational effectiveness.

Supervises: This position has no supervisory responsibilities.

Education & Experience:

· High school diploma or equivalent required; additional education in business administration, communications, human services, or a related field preferred.

· Previous experience in a professional reception, customer service, administrative, healthcare, human services, or similarly high-contact environment preferred.

· Strong customer service and communication skills, with a professional, polished, and compassionate demeanor.

· Ability to remain calm and professional in a high-volume environment and effectively respond to individuals who may be upset, distressed, or experiencing a crisis; de-escalation experience preferred.

· Proficiency in Microsoft Office and other standard office technology.

· Ability to exercise sound judgment, discretion, confidentiality, and tact when interacting with clients, employees, donors, visitors, and the public.

· Experience with a multi-line telephone system, switchboard, or visitor management system preferred.

· Experience working with or knowledge of United Way or nonprofit operations is desirable.

· The ideal candidate will have a strong desire to help others and approach all responsibilities and tasks with heart and sincere drive.

Environment & Physical Demands: This is a fully onsite position. Remote or hybrid work is not available for this role. The environment is climate controlled (i.e., heated and air-conditioned). Lighting is adequate through overhead lighting as well as windows and blinds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical demands include sitting and/or standing for extended periods of time, bending, lifting approximately 25 pounds, regular use of the telephone, copier, fax and computer. Demands also involve protracted concentration.