Front Desk Coordinator, Childcare

Job Description

Job Description

Summary: The Front Deskpositionis responsible for managing daily front desk operations, providing administrative support, and ensuring smooth communication across the centers. This role requires strong organizational skills, professionalism, confidentiality, and the ability to work both independently and collaboratively in a fast-paced environment. The Front Desk position also establishes a positive connection with children, families, and community members when interacting on the telephone, computer, or in person.

Why Work for SMOC?

• Paid Time Off: All full-time employees can accrue up to 3 weeks of vacation, and 2 weeks of sick time and are eligible for 12 paid holidays during their first year of employment.
• Employer-paid Life Insurance & AD&D and Long-Term Disability for full-time employees.
• Comprehensive Benefits Package including Medical Plans through Mass General Brigham with an HRA Employer cost-sharing program, Dental Plans with Orthodontic Coverage, and EyeMed Vision Insurance available to full-time employees.
• 403(B) Retirement Plan with a company match starting on day one for all full-time and part-time employees.
• Additional voluntary benefits including; Term and Whole Life Insurance, Accident Insurance, Critical Illness, Hospital indemnity, and Short-Term Disability.
• Flexible Spending Accounts, Dependent Care Accounts, Employee Assistance Program, Tuition Reimbursement and more.

Primary Responsibilities:

• Work effectively in a team environment while also being able to perform independently.
• Follow directions accurately and complete assigned responsibilities in a timely manner.
• Manages all aspects of the front desk, ensuring smooth daily operations.
• Answer phone, routing calls and answering basic information.
• Greet and check in visitors.
• Maintain the reception area.
• Maintain the front desk incoming voicemail messages at all times making sure they are up to date.
• Responding to the two-way radios for the center as well as transportation.
• Entering all injury & incident reports for the center.
• Order supplies as needed, following purchasing protocols. Maintain adequate quantities at all times.
• Maintaining confidentiality of client, employee and agency information in accordance with federal and state laws and grantor requirements.
• Ensuring compliance with program/department, agency and/or funder requirements, as well as SMOC policies and procedures.
• Engage clients by understanding and addressing their needs, even beyond the direct job scope when appropriate.
• Supervise and maintain office machines (copiers, fax machines, phones, etc.).
• Arrange for any necessary servicing of equipment.
• Prepare and maintain copies of intakes packages, Parent Handbooks, recertification packets, and other printed materials as needed.
• Organize materials and logistics for PD days, events, and new family orientations.
• Attend and actively participate in monthly staff meetings.
• Responsible for weekly food orders every Wednesday.
• Develop and maintain a thorough understanding of all EEC policies and regulations related to Childcare.
• Communicate any changes in transportation to the appropriate parties.
• Update and maintain the call-out log binder.
• Collect all attendance sheets every Friday.
• Maintain reminders in School Status Connect and update door signage as needed.
• Restock and maintain First Aid bags regularly.
• Perform other duties as assigned.

Knowledge and Skill Requirements:

• Good customer service skills with ability to multi-task and stay organized as required
• Office skills (MS Word, Excel, Adobe etc.) a plus
• Bilingual (Spanish or Portuguese) a plus

Organizational Relationship: Directly reports to Center Director. Indirectly reports to Assistant Director & Site Coordinators.

Physical Requirements:

• Recent physical exam determining good health.
• Must be able to read, verify and interpret systems reports and data.
• Must be able to sit for long periods of time.

Working Conditions: As part of the responsibilities of this position, the Front Desk position will have direct and incidental contact with clients served by SMOC in various programs funded through the executive Office of Health and Human Services. A successful background check is required.

Monday through Friday: 9:30AM - 6:00PM. Includes 30 minute unpaid lunch break.
Some flexibility is required.
40 hours per week.