Receptionist - Front Desk in Miami, Florida at Chapman Partnership

The Receptionist / Front Desk represents Chapman Partnership professionally and cordially with all contacts made; in-person, via telephone calls and emails from external parties, current and potential residents, internal stakeholders/staff, current and potential donors and all visitors. This role coordinates all aspects of conference meeting logistics, including technical needs, and office and common area upkeep for the Administrative offices. The Receptionist / Front Desk is responsible for all incoming and outgoing mail, packages and office supplies.

• Greet and welcome visitors directing them appropriately.
• Manage all incoming calls to the Administrative offices.
• Sort and distribute incoming mail and packages.

• Schedule and plan logistics of the conference rooms for all hosted events including managing the calendars of the meeting rooms for both North and South and hands-on tech support for remote attendance capabilities and presentation needs.

• Prepare main conference room for North Center tours.

• Ensure office space, kitchenette, restroom supplies and mailing items are stocked, well maintained, and enhanced as necessary.
• Order, manage and keep inventory of office supplies for Chapman Partnership North offices and process all respective purchase orders/invoices.

• Manage and maintain office equipment, i.e., postage machine, copier, shredder, etc.

• Serve as back up to the Volunteer & Internal Communications Specialist; for in-kind donations processing, volunteer coordination (clearances) and engagement.

• Provide administrative support to senior staff or special projects as needed.
• Provide support as administrative liaison to all departments.

• Bachelor’s degree or equivalent experience.

• Minimum of five (5) years practical experience as an Administrative Assistant or Department Assistant in a business office environment.

• Minimum of one (1) year in social service environment preferred.

• Able to support senior staff, VIPs, donors, and visitors.
• Detail oriented and high level of organizational skills.
• Excels at following and conveying instructions and directions.
• Ability to be professional, flexible, respectful, and calm.

• Ability to work well with others.
• Ability to lead by example.
• Exceptional verbal and written communication skills.

• Proficiency in MS Office; Word, Excel, PowerPoint, Scheduling/Conferencing; Teams, Zoom, internet research, shared drives, etc.

• Bilingual in English and Spanish preferred.