Reception & Client Experience Specialist (bilingual)

Mosaic Georgia is a Sexual Assault and Children's Advocacy Center that serves approximately 3,000 victims of sexual assault and child abuse annually.  Services include 24/7 crisis line, forensic medical exams, forensic interviews, advocacy services in the main center and  counseling, support groups, civil legal services, and professional education, training, and prevention outreach in our nearby Mosaic Resilience Center.  

General Purpose

The Reception & Client Experience Specialist creates a warm and friendly environment for all clients and guests who call or visit Mosaic Georgia. The ideal candidate has a solid customer service persona and can deal efficiently and calmly with people in crisis. He/She/They performs a wide range of administrative and office support to facilitate the positive, efficient and smooth operation of the organization. 

Main Job Tasks and Responsibilities

First Impressions & Hospitality (Bi-lingual English / Spanish required):

1. Greet public and clients, direct them to appropriate staff member
2. Monitor visitor access and maintain security awareness
3. Answer phones and transfer to the appropriate staff member
4. Take and distribute accurate messages
5. Monitor incoming emails and answer or forward as required

External Communications:

1. Coordinate messenger and courier service
2. Receive, sort and distribute incoming mail, subpoenas
3. Prepare outgoing documents or packages for distribution

Office Management:

1. Ensure facilities and office equipment is properly maintained and serviced; schedule maintenance as needed (HVAC, security system, building)
2. Monitor and maintain office supply inventories - order for both locations
3. Communicate with vendors as needed
4. Perform work related errands as requested, such as going to the post office
5. Perform office-wide check twice daily for tidiness

Administrative Support:

1. Fax, scan and copy documents as requested
2. Update and maintain internal staff contact lists
3. Type documents, and correspondence as requested
4. Ensure all appropriate meetings and events are posted on the shared calendar

Meetings & Events:

1. Oversee reservations and schedule of conference & meeting room bookings
2. Coordinate and organize appointments and meetings as requested
3. Assist with event planning and implementation, including refreshments, nametags, sign-in sheets

Education and Experience

• Bi-lingual English / Spanish REQUIRED.
• High School Diploma or equivalent; Business technical training preferred
• Competent computer skills including Microsoft Office, Outlook, and SharePoint
• Internet skills including use of e-mails, group messaging (Teams) and data collection
• Numeracy and literacy skills

Key Competencies

• Customer service orientation
• Can receive direction from multiple people and prioritize tasks and projects
• Maintains confidentiality of clients and staff
• Communicates directly with kindness and tact
• Professional verbal and written communication skills
• Work management and prioritizing skills
• Can solve problems and ask for help when needed
• Attention to detail
• Flexible and adaptable as circumstances require
• Reliable with schedule, appointments, and deadlines
• Enjoys working with others

The ideal candidate will also have:

• Professional and personal style consistent with the philosophy and team-oriented culture of Mosaic Georgia.

• Sensitivity and ability to relate professionally and confidentially to people who experienced sexual abuse/violence and their families.

For the health and safety of our staff, clients and their families, Mosaic Georgia requires all new hires to be vaccinated for COVID-19. 

Mosaic Georgia considers all qualified applicants for employment without regard to race, color, national origin, religion, sex, age, disability, sexual orientation, gender identity or expression, or any other legally protected status.

EOE