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Receptionist/Substitute Coordinator - LAM Region

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Think Together

3mo ago

  • Job
    Full-time
    Junior & Mid Level
  • People, HR & Administration
    Facilities Management
  • Burbank

AI generated summary

  • You should have 1-3 years in an admin role, strong Microsoft Office skills, excellent communication, and organizational abilities, a customer service attitude, and pass background checks.
  • You will manage reception duties, coordinate substitutes, assist with clerical tasks, maintain records, communicate with staff, and ensure confidentiality while creating a positive environment.

Requirements

  • Proven work experience as a Receptionist, Front Office Representative or similar role
  • 1 -3 years of prior administrative support role is required
  • Proficiency in Microsoft Office Suite
  • Professional attitude and appearance
  • Solid written and verbal communication skills
  • Ability to be resourceful and proactive when issues arise
  • Excellent organizational skills
  • Multitasking and time-management skills, with the ability to prioritize task
  • Customer service attitude
  • High school diploma required; two-year minimum college degree preferred
  • 2 to 3 years of experience with educational settings and operations
  • Must pass Live Scan (fingerprinting), Background Check, and Tuberculosis Test

Responsibilities

  • Meets strict requirements for attendance and punctuality.
  • Maintains a neat and orderly desk and reception area at all times.
  • Welcomes callers and visitors and provides a positive first impression of the organization.
  • Logs in visitors and issues visitor badges when necessary.
  • Answers telephones, routes calls, takes and delivers telephone messages in a professional and courteous manner.
  • Screens callers and visitors prior to routing them to appropriate personnel.
  • Assures prompt and accurate distribution of all mail and packages.
  • May sign to verify receipt of items that are delivered to the reception area.
  • Uses time effectively to assist with clerical or administrative tasks and projects as requested or assigned.
  • Responsible for maintaining professional appearance of the kitchen area.
  • Works to ensure appropriate staffing count at after-school program sites.
  • Works daily with staff to receive absence reports (same day absence or reports of future planned absences).
  • Calls substitutes to find available replacements and briefs them on site information or other special requirements if any. May send information or other details to substitutes.
  • Communicates with site coordinators regarding staff changes daily or as needed.
  • Monitors accuracy of substitute Program Leader work hours.
  • Communicates with HR department and Site Coordinators job performance of assigned substitutes when needed.
  • Liaises with various employers (school districts) on attendance issues as needed.
  • Maintains comprehensive records.
  • Creates and maintains training schedules.
  • Coordinates facilities management, purchasing and supplies.
  • Maintain/track/order general office supplies.
  • Maintain and update office directories.
  • Maintain track and log boxes for off-site storage facility.
  • Implements processes to ensure smooth functioning of the reception area.
  • Trains back up receptionist as needed.
  • Maintains highest degree of confidentiality in student, staff and management matters.
  • Order/print business cards as needed for staff.
  • Works independently to refine and improve processes and procedures.
  • Maintains highest levels of confidentiality regarding personnel matters, health data or other confidential data received from employees.
  • Answers phones as needed.
  • Completes other administrative or interaction duties as requested.

FAQs

What is the job title for this position?

The job title is Receptionist/Substitute Coordinator for the LA Metro Region.

What is the employment status for this position?

The position is full-time.

What are the main responsibilities of the Receptionist/Substitute Coordinator?

The main responsibilities include managing daily staffing for after-school programs, coordinating substitute staffing, handling office operations, and maintaining records.

What skills and education are required for this position?

A high school diploma is required, with a two-year minimum college degree preferred. The candidate should have proven experience as a receptionist, proficiency in Microsoft Office Suite, solid communication skills, and excellent organizational abilities.

Are there any background checks required for this position?

Yes, candidates must pass a Live Scan (fingerprinting), a background check, and a tuberculosis test.

Is experience in educational settings preferred?

Yes, 2 to 3 years of experience with educational settings and operations is preferred.

What type of work environment can I expect?

You can expect a professional work environment that emphasizes punctuality, organization, and customer service.

Is there a dress code for this position?

Yes, a professional attitude and appearance are required.

Will I receive training for this position?

Yes, you may be required to train backup receptionists as needed.

What is the company’s stance on equal opportunity employment?

Think Together is an Equal Opportunity Employer that does not discriminate based on any protected characteristics.

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Think Together

Partnering with schools to change the odds for kids.

Education
Industry
1001-5000
Employees
1997
Founded Year

Mission & Purpose

Think Together is a non-profit organization partnering with schools to change the odds. We equip students with the tools they need to succeed; and we equip schools with solutions that transform teaching and learning from the boardroom to the classroom.