FRONT OFFICE COORDNATOR in Billings, Montana at FRIENDSHIP HOUSE OF CHRI STIAN SERV

JOB TITLE: FRONT OFFICE COORDINATOR

REPORTS TO: PROGRAM DIRECTOR

STATUS: NON-EXEMPT FULL-TIME

POSITION SUMMARY:

The Front Office Coordinator manages daily front office operations to ensure effective communication with families, accurate maintenance of records, and coordination of key logistical systems including transportation. This role supports program continuity through organization, communication, and operational problem-solving in a fast-paced environment with changing daily needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Family Communication & Front Office Operations

• Serve as primary front office contact for families during assigned hours
• Communicate program information, updates, and responses to family questions via in-person communication, phone, and messaging systems (e.g., Remind or email)
• Maintain professional, consistent communication aligned with program expectations
• Document and relay relevant family communications to leadership and staff as needed

Enrollment & Records Management

• Maintain accurate family and child records in ProCare and related systems
• Apply established naming conventions and filing systems for digital and physical records
• Support enrollment processes, updates, and transitions
• Verify accuracy of child accounts, attendance records, and related documentation
• Manage grant-related program data, including seasonal session setup, participant enrollment, and daily attendance reporting in required software systems.

Transportation & Operational Coordination

• Coordinate daily and weekly assignment of agency vehicles for field trips, school pick-ups, and program activities
• Adjust van assignments in response to daily program changes
• Communicate transportation schedules clearly to relevant staff

Compliance & Documentation

• Ensure timely distribution and collection of required family documentation and licensing paperwork
• Support completion of behavior, incident, and program-related reports within required timelines
• Maintain accurate records to support childcare licensing and regulatory compliance

Systems & Problem Solving

• Utilize ProCare, Remind, Excel, and other systems to locate, interpret, and update information
• Troubleshoot routine communication and system issues prior to escalation when appropriate
• Identify and resolve discrepancies in records or information across systems
• Apply established procedures while adapting to changing daily operational needs

General Support

• Manage multiple competing priorities in a dynamic environment
• Maintain organization of front office systems and materials
• Support leadership with operational tasks and process improvements as needed

Grant Support

• Set up
• Data tracking

SKILLS AND QUALIFICATIONS:

College Degree in Business, Education, Management preferred

• Minimum 2 years’ experience in a clerical role preferred.
• Able to proficiently use computer software to manage data and files, calculate and analyze numbers, communicate information, and produce documents and reports (Word, Excel and Outlook Email required; File Maker Pro, a plus).
• Solid and consistent demonstration of good judgment and discretion regarding highly confidential information are a must.
• Must be accurate and detail oriented; possess strong organizational and time management skills; and the ability to prioritize competing priorities in a complex and fast paced environment.
• Ability to work under pressure with tight deadlines.
• Excellent verbal and communication skills are a must combined with an ability to prioritize tasks during periods of high activity and demonstrate initiative to seek out projects during low activity periods.
• Must excel at presenting a positive attitude to public, clients, staff and board.
• Excellent customer service skills.

REQUIREMENT:

Montana Rescue Mission is a privately funded 501 (c)3 non-profit, evangelical Christian ministry. Our designated purpose is religious, and we are a Christ-centered ministry which is dedicated to sharing the Gospel by being an exemplary provider of effective and efficient solutions for those we serve, from a distinctly Christian perspective. We consider every position to be essential in the fulfillment of our ministry and Mission Statement. All employees must:

• Be able and willing to share the Gospel and participate in the spiritual activities of Montana Rescue Mission including leading/participating in prayer, devotions, bible studies, etc.
• Support and respect the Montana Rescue Mission Statement of Faith, Core Values, and Qualifications for Employment upon hire and continuously while employed.
• Adhere to the Montana Rescue Mission Employee Handbook.