JOB TITLE:                                            Coordinator, Office & Guest Services
REPORTS TO:                                               Chief of Staff
EMPLOYMENT TYPE:                                Full-time
STATUS:                                                         Non-Exempt (Hourly)
HOURS:                                                          40 hours per week
SCHEDULE:                                            Monday  – Friday: 8:30 AM – 5:00 PM
LOCATION:                                                   Tampa, FL 33607
FLEXIBLE WORK LOCATION:                  This position is fully on-site and not eligible for remote or hybrid work.
TRAVEL:                                                         Local travel may be required.

ORGANIZATION:  Community Foundation Tampa Bay www.cftampabay.org

POSITION SUMMARY:

The Office & Guest Services Coordinator serves as the first point of contact for the Tampa office, providing professional reception services and delivering a welcoming, informed experience for visitors, donors, and partners. This role supports meetings and events through room setup, technology assistance, vendor coordination, and logistics while ensuring the facility remains clean, well-stocked, secure, and fully operational. The Coordinator also oversees office supply inventory, equipment maintenance, mail processing, and general administrative support to ensure smooth daily operations and an exceptional workplace experience for Foundation staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES (including, but not limited to):

• General reception duties for the Tampa Office.
• Support guests and team members with needs related to events including allocation of resources, room set up, break down/clean up, logistics, and technology utilization.
• Engage with visitors and respond to phone and email inquiries, serving as a knowledgeable resource for Foundation information.
• Support the streamlining of Tampa Office processes and procedures, communications, scheduling, etc.
• Responsible for maintaining a professional appearance of the facility, especially related to cleanliness, supplies, furniture arrangement and decorations, etc.
• Oversee the inventory of office and conference room supplies and make purchase recommendations as necessary.
• Ensure technology and office equipment is functional.
• Ensure maintenance of equipment and serve as liaison with vendors for repairs and general maintenance.
• Process incoming and outgoing mail and deliveries.
• Work with vendors to provide catering for conference rooms and special events.
• Manage incoming calls for the Main Office: screen, direct calls, take and relay messages. Provide information to callers.
• Become trained and knowledgeable in various software processes in order to provide backup support as needed.
• Maintain Space Security by following safety procedures and controlling access.
• Provide general administrative support as needed to all other Foundation staff.
• Attend scheduled meetings and work assignments as needed.
• Perform other related duties or special projects as directed by Supervisor.
• Supervisory Responsibilities: None.

KNOWLEDGE AND EXPERIENCE REQUIRED:

• A professionally oriented individual with a polished demeanor in appearance and manner.
• A preference for related work experience at a non-profit/community foundation.
• Strong interpersonal, verbal, and written communication skills.
• Excellent attention to detail.
• Strong computer skills including Microsoft Windows, Outlook, Word, Excel, PowerPoint, Zoom & Teams.
• Experience with managing hybrid meetings using Zoom Room and Microsoft Teams Pro software.
• Strong organizational ability and capacity to multi-task.
• Commitment to providing high quality confidential service to colleagues, donors, volunteers, and grantees.
• Desire to work in a team-based, collegial, hands-on environment.
• Maintain an organized and professional workspace.
• Reliability.
• High school diploma or equivalent required; Associate degree preferred.
• Minimum 2 years of experience in reception, hospitality, administrative support, or related field.
• Travel: Minimal local travel may be required for offsite meetings or events.

BEHAVIORS REQUIRED:

•     Customer-service orientation.

•     Highly motivated with the ability to show initiative.

•     Ability to be discreet and handle highly sensitive/confidential information in a responsible manner.

•     Ability to handle diverse, simultaneous tasks, meet deadlines, and attend to follow through.

•     A positive outlook and vision.

•     Demonstrates accountability and ownership of service delivery.

•     Strong professionalism both in appearance and presentation.

•     Ability to work independently and in teams/groups.

SKILLS REQUIRED:

•         Strong time management, people skills, flexibility, and multitasking ability to prioritize tasks and meet deadlines.

•         Excellent attention to detail and organizational skills.

•         Intermediate to advanced computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint, with aptitude to learn new software and systems.

•         Ability to communicate, both verbally and in writing, effectively with staff, clients, committee members, volunteers, and Board of Trustees.

•         Preference for bilingual candidates (English & Spanish)

PHYSICAL DEMANDS:

Light to moderate physical activity performing daily activities of an administrative nature to include:

•         Sitting, standing, and/or walking for extended periods of time.

•         Working in a well-lighted, heated, and/or air-conditioned indoor office setting with adequate ventilation.

•         Using manual dexterity sufficient to handle and reach items and work with hands and fingers.

•         Using close, distant, and peripheral vision and depth perception.

• Ability to lift up to 30 pounds.
• Ability to move tables, chairs, and other event equipment/materials.
• Frequent walking throughout facility.

TRAVEL DEMANDS:

•         Local travel may be required.

•         Must have reliable transportation and ability to travel locally to community-based meetings, events, and Foundation activities.