About Job

JOB TITLE: Receptionist and Intake Coordinator

DEPARTMENT: Admin

REPORTS TO: Office Operations Manager

FLSA STATUS: Full-Time, Non-exempt, Hourly

MISSION: Creating and supporting mentoring relationships that ignite the power and promise of the next generation.

VISION: Through mentorship, all youth achieve their full potential.

JOB SUMMARY: The Receptionist & Intake Coordinator is a vital front-line role responsible for managing the daily operations of the front desk, supporting intake processes for families and mentors, and ensuring the overall efficiency and organization of office administrative systems. This role will provide virtual support for the Riverside office as needed. The ideal candidate will demonstrate exceptional organizational skills, customer service, attention to detail, and an ability to manage competing priorities in a fast-paced environment. This individual will work closely with the Recruitment and Office Operations teams to support a positive experience for all employees, families, and volunteers and contribute to the organization’s mission of empowering youth through mentorship.

PRIMARY RESPONSIBILITIES :

OCIE Family & Mentor Enrollment Coordination

· Collaborate with the Lead Recruiter to ensure timely follow-up on all inquiries and schedule interviews.

· Maintain ongoing communication with families and prospective mentors to manage rescheduling interviews, interview reminders, document collection follow- ups, and mentor trainings.

· Respond promptly to inquiries about enrollment status and requirements.

· Re-engage families or prospective mentors who cancel or do not show for interviews.

OCIE Administrative & Database Management

· Ensure accurate completion and uploading of required documentation into systems such as Matchforce or Google spreadsheets.

· Maintain and regularly update all data related to families and mentors.

· Support waitlist management by tracking timelines and potential match opportunities.

Front Desk Operations & Office Support

· Welcome and assist all visitors in a friendly and positive tone.

· Answers tri-county incoming calls/faxes and routes them appropriately.

· Receive and distribute deliveries, including weekly water delivery, and incoming mail. Support staff with stamp machine procedures and stationary needs.

· Coordinates room reservations using calendaring tools and provides room instructions/trainings as needed.

· Maintain cleanliness and functionality of shared office spaces including lobby, kitchen, supply room, storage room and event equipment area.

· Oversee marketing materials in the front lobby including updating TV screens as messages expire.

· Manage tri-county office purchasing, receipt filing, and inventory.

· Responds to tri-county staff requests through the OC and IE Office Request Forms and provides timely updates.

· Conducts weekly restocking checks of common areas: Front Lobby, Kitchens, and Supply Room.

· Assist Operations Manager with maintaining cleanliness of IT/Server Room.

· Alerts Operations Manager of any safety violations in the office and/or building.

· Responds to Security alerts by calling SA Dispatch and/or notifying Security Guard.

· Assist Office Ops Manager with on-/off-boarding employees including setting up workstations.

· Responds to event inventory requests and takes quarterly inventory counts of supplies.

· Assist Operations Manager when maintenance vendors come onsite.

· Submit building or office maintenance issues to Property Management.

· Ensure adherence to safety and security protocols

· Support with special projects as assigned by management.

KEY COMPETENCIES:

Customer Focus

Consistently provides excellent service to families, mentors, and visitors; anticipates needs and addresses concerns with empathy and professionalism.

Organization & Time Management

Effectively manages multiple tasks and responsibilities; prioritizes workload to meet deadlines and maintain smooth office operations.

Communication Skills

Clearly and professionally communicates in person, over the phone, and in writing; provides accurate information and follows up in a timely manner.

Attention to Detail

Maintains a high standard of accuracy in data entry, documentation, and administrative support; ensures cleanliness and order across office spaces.

Initiative & Problem-Solving

Takes proactive steps to address challenges; resourceful in finding solutions and escalating issues when appropriate.

Collaboration & Teamwork

Works well with staff across departments; communicates effectively to support coordinated efforts and a positive workplace environment.

Technical Proficiency

Demonstrates comfort with using systems like Google Suite, calendars, databases (e.g., Matchforce), and purchasing portals.

Adaptability

Adjusts readily to changing priorities, varying tasks, and a dynamic office environment; maintains professionalism and composure under pressure.

JOB QUALIFICATIONS:

· High school diploma or equivalent required.

· Previous office or administrative experience preferred.

· Excellent interpersonal and organizational skills.

· Familiarity with Google Workspace (Docs, Sheets, Calendar).

· Ability to multitask, remain flexible, and work independently.

· Strong sense of discretion and professionalism.

· English and Spanish speaking required.

WORK ENVIRONMENT & TRAVEL

· Routine office environment.

· Moderate independent travel may be required.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and required skills. Job Description may be subject to change to meet the needs of the organization.

Your employment with BBBSOC will be “at will,” meaning that either you or BBBSOC may end your employment at any time and for any reason, with or without cause.

Job Type: Full-time

Pay: $21.00 - $22.00 per hour

Expected hours: 40 per week

Benefits: