Reception & Client Experience Specialist (bilingual)

Location
Duluth, GA
Posted
Apr 02, 2019
Closes
May 02, 2019
Position Type
Full Time
Degree Level
High School
Willingness to Travel
up to 25%
Experience Level
Entry-level

Mosaic Georgia is a Sexual Assault and Children's Advocacy Center that serves approximately 1,000 new victims of sexual assault and child abuse annually. Services include 24/7 crisis line, forensic medical exams, forensic interviews, advocacy services, civil legal services, and counseling support in one location.  

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 office equipment is properly maintained and serviced
  2. Monitor and maintain office supply inventories
  3. Communicate with vendors as needed
  4. Perform work related errands as requested, such as going to the post office and bank
  5. Perform office-wide check twice daily for tidiness

Administrative Support:

  1. Fax, scan and copy documents as requested
  2. Maintain office filing and storage systems
  3. Update and maintain internal staff contact lists
  4. Type documents, and correspondence as requested
  5. 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 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.

EOE

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