Front Office Coordinator

Location: [City, State]
Employment Type: Full-Time

Position Summary

Front Office Coordinator to serve as the first point of contact for our clients, partners, and community members. This role requires exceptional organizational skills, strong communication abilities, and advanced proficiency in creating, managing, and maintaining spreadsheets. The ideal candidate will act as a professional gatekeeper, ensuring smooth office operations, accurate documentation, and efficient flow of information across the organization.

Key Responsibilities

Front Office & Client Support

Serve as the primary point of contact for visitors, clients, and stakeholders entering the office.
Greet and assist all guests in a warm, professional, and trauma-informed manner.
Manage incoming phone calls, emails, and inquiries; route messages appropriately.
Maintain a structured, welcoming, and safe front office environment.
Uphold confidentiality standards aligned with mission and values.

Administrative & Gatekeeping Duties

Act as a strong gatekeeper by protecting staff time, managing access to leadership, and prioritizing requests.
Oversee daily scheduling, appointment coordination, and meeting preparation.
Monitor staff calendars and ensure timely communication of schedule changes or needs.
Coordinate facility use, conference rooms, and visitor access.
Support leadership by anticipating needs and proactively resolving issues.

Spreadsheet Creation & Data Management

Create, format, and maintain spreadsheets used for tracking services, appointments, metrics, and organizational data.
Organize and analyze data to support reporting, program tracking, and operational decision-making.
Maintain accurate and up-to-date records for internal reporting and compliance.
Assist with building templates, dashboards, or basic formulas to streamline office workflows.
Ensure all data entries are accurate, timely, and complete.

Office Operations & Support

Manage front desk supplies, inventory, and ordering.
Process incoming and outgoing mail, deliveries, and documents.
Assist with preparation of printed materials, forms, and client packets.
Support program staff with administrative needs as assigned.
Uphold high standards of organization, communication, and professionalism.

Qualifications

Required:

1–3 years of administrative, receptionist, or office coordination experience.
Strong proficiency with Excel or Google Sheets, including:
- Creating spreadsheets from scratch
- Maintaining and organizing data
- Using formulas, filters, and formatting
- Managing shared documents
Excellent communication skills, both verbal and written.
Demonstrated ability to act as a professional gatekeeper.
Strong attention to detail, accuracy, and follow-through.
Ability to maintain confidentiality and handle sensitive information with discretion.
Comfortable managing multiple priorities in a fast-paced environment.

Preferred:

Experience in behavioral health, social services, healthcare, or nonprofit environments.
Familiarity with trauma-informed customer service.
Experience supporting small teams or leadership staff.

Core Competencies

Professionalism & Confidentiality
Organization & Time Management
Data Accuracy & Attention to Detail
Customer Service Mindset
Emotional Intelligence
Initiative & Problem-Solving
Reliability & Accountability

Express Office: Rensselaer

207 West Washington Street

Rensselaer, IN 47978

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