Office Coordinator Job at FiftyForward
FiftyForward has an excellent opportunity for an
Office Coordinator for our FiftyForward Williamson County locations. This is a full-time position with regular weekday hours, Monday – Friday, 8am – 4:30pm primarily based in our FiftyForward Martin Center/Brentwood location and with one to two days/week at FiftyForward College Grove Station.
We are looking for a dynamic individual who can help support the day-to-day operations of our centers including administrative, financial and member support tasks. Versatility and flexibility are key. The ideal candidate will have excellent verbal and written communication skills, the ability to quickly learn our mission, the ability to flex between working independently and within a team, and most importantly, a passion for service to older adults.
In this role, you will report to the Center Director. As first point of contact for our customers, visitors, and members, you will be instrumental in ensuring excellent customer service and maintaining a warm and inviting
culture.
What you’ll do:
- Serve as first contact for most members, customers and visitors, in person and on the phone. Greet members and visitors to the center; direct them to the appropriate person/place. Provide requested information to callers and ensure excellent customer service to all.
- Promote enrollment and positively present the centers to potential members, giving tours and extensive information about benefits and available activities. Enroll new and renewing center members.
- Stay informed of all College Grove and Martin Center programs as well as other FiftyForward programs/centers to promote and share information with members.
- Manage office including but not limited to office equipment maintenance, office supplies, organization of office, mail distribution, bill payment process, current member directory, current class notebooks, key lockbox, and files according to the file retention policy.
- Maintain confidentiality of all member records.
- Work with other center staff to ensure the master schedule of all rooms, classes, meetings, rentals, and special events is accurate, updated and that pertinent information is easily available to staff and volunteers.
- Manage member data ensuring accuracy. Work closely with the Membership Services Specialist on updating expiring/expired memberships, membership cancellations and payment changes. Produce statistical reports as needed.
- Maintain files and records for accounts receivable, accounts payable, and bank deposits.
- Review monthly bank draft reports to verify accuracy.
- Coordinate Martin Center business rentals with Center Director and manage all communications, MOUs, contracts, insurance, keys, security deposits, invoicing and payments.
- Assist center staff with set up and breakdown of rooms for center programs, special events, and outside group facility use; including set up and break down of tables and chairs, audio visual equipment, and cleaning before and after the activities. Assists in keeping the center neat and orderly. Keep displays and bulletin boards organized and current.
- Under the direction of the Program Coordinators provide task supervision to office volunteers on a daily basis which includes updating them on current center offerings and providing ongoing support and training.
- Work collaboratively with staff to continually evaluate, implement, and improve the systems, programs, and functions of all aspects of the center.
- Attend all meetings required by Center Director and FiftyForward. Provide staff support for College Grove & Martin Center Advisory Council meetings as requested.
- Flexible schedule with assigned work days at College Grove and Martin Center each week.
- Oversee the operation of the Centers in the absence of other center staff.
- Perform other duties as assigned.
What we require:
Skills
- Effective and professional communication (verbal/written) and presentation skills.
- Proficient computer skills, MS Office 365.
- Comfort working with Zoom and provide audio-visual support.
- Excellent detail and problem-solving skills.
- Open to constructive feedback, and creative dialogue with FiftyForward Management Team.
- Proven ability to be flexible and work cooperatively with a wide range of constituents and stakeholders.
- Ability to establish and maintain positive working relationships with staff, volunteers, members, vendors and guests.
Qualifications:
- High School diploma or GED equivalency. Associates degree or two years of college courses in Office Administration or related field preferred.
- Experience working with active older adults and volunteers is a plus.
- 1-3 years’ experience using desktop and/or laptop computer, various databases, multi-user copier/scanner, and multi-line telecommunications system.
- Must be First-Aid/CPR and ServSafe-certified or able to obtain certification.
- A valid TN driver’s license including a good motor vehicle record, and appropriate automobile insurance.
- Promote and uphold FiftyForward’s mission of supporting, championing, and enhancing life for those 50 and older.
What we offer?
- Comprehensive benefit package including health, dental, vision, disability, accident, critical illness, cancer, long term care, Life, AD&D, FSA, and HSA
- Paid time off
- Paid holidays – including the week between Christmas and New Years
- Paid birthday off
- 401K
- Employee assistance program
- Community involvement
- Development opportunities
FiftyForward is the leading resource for adults 50+ in Middle Tennessee who seek to live longer, more fulfilling lives. We are the premier provider of innovative programs and services for older adults and their families through a powerful leadership team of staff, volunteers, and community partners touching the lives of more than 20,000 individuals annually. Through seven locations and a variety of programs in Davidson and Williamson counties, we provide enrichment opportunities for adults 50 and older to remain engaged and living their lives to the fullest.
FiftyForward is committed to providing equal employment opportunity for all persons regardless of age, disability, national origin, race, color, creed, religion, sex, sexual orientation, gender, gender identity or expression, pregnancy, veteran or military status, genetic information or any other status protected by applicable federal, state, or local law.
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