ForKids, inc. is hiring: Office Administrator in Chesapeake

Overview

The Office Administrator serves as the welcoming face of the organization, ensuring a positive first impression for all visitors. The role manages front desk responsibilities including answering calls, granting building access, and performing a variety of administrative tasks to support agency operations and the Development team.

Responsibilities

• Clearly answer and disperse all incoming calls and take written messages when needed.
• Maintain security of the agency entrance by buzzing people in.
• Engage warmly and professionally with customers and visitors, providing prompt assistance and ensuring a welcoming experience.
• Prepare and maintain staff, intern, and visitor sign-in logs.
• Update and distribute the agency call list on a regular basis.
• Maintain a log and distribute visitor and vendor badges for the building.
• Assist Development Department in issuing and distributing donation receipts for in-kind items; maintain in-kind donation log; instruct volunteers on entering item donations; store items in the donation room.
• Keep a log of checks and cash received at the front desk, including donor name, date, amount, and check number.
• Copy and scan donation documentation into SharePoint for entry into Salesforce.
• Prepare receipts for rent/deposit payments, cash, and gift card donations; distribute copies to Finance as needed.
• Prepare and distribute incoming and outgoing mail, shipments, and faxes.
• Place bi-weekly supply orders for all locations and maintain janitorial supply spreadsheet.
• Oversee and coordinate purchase orders for agency supplies and other purchases as needed.
• Maintain a neat and clean appearance in the reception area and staff workroom.
• Manage postage machine and keep it updated with rates; place orders for ink and enter purchase orders for leased equipment fees.
• Manage agency copiers, arrange maintenance/repairs, train staff on copier use, and order copier supplies.
• Support staff in planning and executing seasonal programs and events, and assist with daily program participant needs.
• Oversee inventory and sales of agency-branded merchandise and maintain tracking of agency equipment and supplies.
• Assist with Development tasks including donor notes, processing and mailing letters, event projects, handling donations, entering grant awards into Salesforce, and reconciling statements with purchase orders.
• Provide guidance and training to front desk volunteers as needed.

Qualifications

Education and Experience: Must possess a high school diploma or GED and demonstrate 3 to 4 years of professional experience in office or administrative roles.

Essential Functions, Knowledge, Skills And Abilities

• Knowledge of Microsoft Office and internet.
• Knowledge of basic customer service principles.
• Strong active listening, time management, communication, critical thinking, problem solving, and reading comprehension.
• Maintains professionalism, confidentiality, good judgment, and integrity in all interactions.
• Ability to communicate ideas clearly and enter data accurately and efficiently.
• Physical ability to lift at least 25 lbs, bend, crouch, sit for long periods, walk daily, and occasionally climb ladders and stairs.
• Vision to see details at close range.
• Valid driver’s license with limited moving violations in the past 3 years and no major violations in the past 3 years.

Seniorities & Employment Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Non-profit Organization Management