Front Office Assistant in El Paso, Texas at Southwest Coalition Inc

Title: Front Office Assistant
Reports to: Guiding Star Operations Manager
Status: Full Time Hourly, Non-Exempt (30-40 hours per week)
Direct Reports: 0
Spots Available: 1

The Company

Guiding Star Southwest, a division of Southwest Coalition, Inc. and an affiliate of the national Guiding Star Project, is dedicated to providing compassionate, life-affirming healthcare for women in El Paso, Texas, and the surrounding region. Inspired by St. Mary, Our Lady Star of the Sea, the organization offers women-centered, trauma-informed care that honors the mind, body, and soul. With a focus on fertility, pregnancy, childbirth, breastfeeding, and motherhood, Guiding Star Southwest empowers women through education, comprehensive medical services, and care that respects their natural biological functions and inherent dignity.

Our Core Values

All team members must embody and execute our Core Values within their day-to-day duties and responsibilities. Our HEART guides our SHIP:

• HEART: Lead with a prayerful heart that honors the dignity of women, the Feminine Genius, family, and every human life. Create a welcoming environment through empathy, joy, courage, and the love and mercy of Jesus Christ.

• SMART: Practice strong emotional intelligence, self-awareness, and good judgment in understanding others. Communicate clearly, recognize the impact of your words and actions, and handle conflict effectively.

• HUMBLE: Be joyfully sacrificial, putting the mission and team before ego, entitlement, or recognition. Remain respectful, coachable, flexible, and quick to recognize and help others succeed.

• INTEGRITY: Be a faithful steward of the time, resources, and responsibilities entrusted to you, acting with honesty and accountability in both seen and unseen moments. Honor commitments with gratitude, excellence, transparency, and faithfulness.

• PERSEVERANCE: Remain steadfast in the mission of defending life through difficulty, delay, or opposition. Move forward with faith, hope, patience, and joy, trusting in God’s providence and the fruit of faithful work.

Our Ideal Candidate will enjoy:

Our unique model: Guiding Star Southwest combines compassionate, life-affirming healthcare with education and support services that empower women throughout every stage of life. Our holistic approach prioritizes the physical, emotional, and spiritual well-being of women and their families.

Our culture: We foster a welcoming, faith-centered, and family-oriented workplace where employees feel valued, supported, and encouraged to grow. We prioritize work-life balance, collaboration, and an environment that respects motherhood, family life, and each individual's unique contributions.

Being an innovator: As part of a growing organization, you will have the opportunity to help expand life-affirming healthcare services, develop innovative approaches to women's wellness, and make a lasting impact on mothers, babies, and families throughout the Southwest.

Position Summary

The Receptionist / Front Office Assistant serves as the first point of contact for clients, families, visitors, and staff. This position is responsible for creating a warm, welcoming, organized, and professional environment while supporting the daily administrative and operational needs of the Birth Center.

The Receptionist / Front Office Assistant performs nonclinical duties and works closely with the administrative team and other staff to ensure the front office and common areas are prepared, organized, properly stocked, and welcoming throughout the day

Essential Duties & Responsibilities:

Front Desk & Client Service

• Greet clients, families, visitors, and staff in a warm, courteous, and professional manner.

• Answer incoming telephone calls, take accurate messages, and direct calls to the appropriate staff member or department.

• Check and respond to or route voicemails promptly.

• Assist callers with general information regarding Birth Center services, classes, programs, and events, while referring clinical or medical questions to the appropriate clinical staff.

• Assist with calls related to HERO drives, classes, parenting classes, surveys, and other programs or community activities as assigned.

• Maintain client and organizational confidentiality at all times.

• Help maintain appropriate visitor access and follow established front-office safety and security procedures.

Front Office & Facility Readiness

• Maintain the reception area and designated back-office areas in a clean, organized, professional, and welcoming condition.

• Check the building temperature each morning and report any concerns to the appropriate person.

• Monitor the cleanliness and condition of the front office throughout the day.

• Check bathrooms on Wednesdays and Fridays, or as needed, and report or address restocking and cleanliness needs according to established procedures.

• Monitor the entrance/ramp area and coordinate or perform light upkeep as assigned.

• Ensure music is playing in the reception area according to the Birth Center's established guidelines.

• Report maintenance, safety, cleanliness, or facility concerns promptly.

• Vacuum control

Supplies & Inventory

• Monitor and maintain front-office supplies and hospitality items, including snacks, cookies, bottled water/water cups, coffee supplies, and other designated items.

• Restock front-office items as needed.

• Maintain accurate inventory of uniforms and designated technology/equipment.

• Notify or submit requests to the Purchasing Department when supplies need to be replenished.

• Help ensure supplies are stored neatly and inventory areas remain organized.

• Report missing, damaged, or low-stock items promptly.

• Inventory of the Hello Baby animals

Administrative Support

• Prepare and distribute staff memos and general communications as directed.

• Make sure staff update their schedules weekly.

• Assist with surveys and collection of feedback as assigned.

• Maintain designated office boards, including the staff birthday board.

• Assist with basic administrative projects, filing, copying, data entry, tracking lists, and other office duties as assigned.

• Assist with organizational vehicle administrative needs, including tracking registration, inspection, and renewal due dates and coordinating required documentation as directed.

• Assist with approved errands and outside administrative tasks as assigned.

Events, Staff Activities & Hospitality

• Assist with coordination and preparation for staff retreats, meetings, potlucks, celebrations, and other organizational events.

• Maintain and update the staff birthday board and assist with birthday recognition activities.

• Coordinate or assist with seasonal decorations while maintaining a professional and welcoming environment.

• Assist with refreshments, snacks, cookies, room preparation, and cleanup for approved meetings, classes, events, and activities.

• Assist with video or other basic event/office technology setup when needed.

General Responsibilities

• Maintain a professional, respectful, compassionate, and service-oriented attitude when interacting with clients, families, visitors, vendors, and staff.

• Protect confidential client, employee, and organizational information.

• Follow Birth Center policies, procedures, safety requirements, and administrative protocols.

• Communicate concerns, supply needs, maintenance issues, and incomplete tasks to the appropriate supervisor.

• Complete assigned responsibilities accurately and within established timelines.

• Participate in required meetings, orientation, and training.

• Work cooperatively with other departments and provide administrative support when needed.

• Perform other nonclinical duties and special projects as assigned by the supervisor or administration.

Required Skills and Abilities:

• Must be a professed, faithful, and engaged Christian

• Must be passionately pro-life, exhibiting a reverence for life at all ages from conception to a natural death

• Agrees with and is willing to uphold and adhere to the foundational principles in accordance with our Faith and Values agreement

• Must have reliable transportation

• Must be eligible to work in the United States of America and provide valid documents

• Ability to communicate professionally and courteously in person, by telephone, and in writing.

• Basic computer skills and ability to use standard office equipment and technology.

• Strong organizational and time-management skills.

• Ability to manage multiple responsibilities and prioritize tasks.

• Ability to maintain confidentiality and exercise good judgment.

• Dependable, punctual, detail-oriented, and able to work effectively as part of a team.

• Ability to demonstrate the knowledge, skills, and abilities necessary to perform assigned nonclinical duties.

Education & Experience:

• High school diploma or equivalent preferred.

• Previous receptionist, front-office, customer service, or administrative experience preferred.

Please note that this job description is a living document, and your passion and dedication will contribute to shaping the dynamic nature of your responsibilities. Join us in making a profound impact on the lives of those we serve. Please note that this job description is subject to change and may be updated as needed.