Office Coordinator

SUMMARY

The Office Coordinator is based at the front desk, supporting the daily operations of our office. From reception duties to monitoring listener requests, to event support, to general office duties. This position can be considered the “Minister of First Impressions,” as many times the only contact a listener will have with WGTS is with this position, and that point of contact leaves an impression that will last forever. The ideal candidate will have a heart for serving others and will be excited to help and serve others and will consider no task to be too small. Ideal candidates will be hard-working, detail-oriented, creative, and passionate about customer service.

PRIMARY RESPONSIBILITIES:

• Understands and stays current with all facets of high-level customer service knowledge and ability.
• Works at the reception desk throughout the business day interacting with listeners using many communication channels.
• Receives phone calls in a professional manner, assists callers as needed and transfers them to other team members when appropriate, including calls on the studio line.
• Learns common issues that arise and how to handle customer and listener complaints.
• Prays with listeners by phone and trains Listener Care team members on how to effectively pray with listeners.
• Trains other front desk staff in station phone etiquette and procedures for handling incoming communication to ensure professional and consistent customer service ministry wide.
• Interacts with the on-air team in relation to incoming text messages and phone calls for them.
• Sorts and distributes incoming mail and packages to staff members.
• Logs incoming mail, collects mail from various sources and distributes to various departments.
• Prepares letters for mailing, such as stuffing envelopes as requested.
• Manages the master calendar of visitors for the office, making sure there are no overlapping during tours.
• Assists station guests and visitors with their needs such as parking, hospitality, badges, etc.
• Maintains the first-floor areas and arranges for necessary cleaning or repair with the Business Office Manager.
• Serves as the point person during emergencies and is responsible for notifying the entire team through the intercom system when appropriate. Helps develop and then follow procedures for various types of emergencies.
• Supports fundraisers through:
  • Creates and manages the phone operator schedule.
  • Screens Phone Operator candidates.
  • Trains phone operators.
  • Conducts a daily check on promotional items which need handling or mailing such as requests for WGTS stickers or sending out prizes.
• Maintains adequate office supply inventory for the office, including main kitchen, dishwasher, the refreshment station, and office stationery. Orders as necessary.
• Maintains the FP posting machine.
• Takes notes during team meetings.
• Drives station vehicle as requested.
• Participates in departmental and staff meetings as requested.
• Fosters an environment of professional development.
• Contributes to the broader WGTS team effort to encourage our listeners to take one step closer to Christ.
• Other duties as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential

functions.

Education and/or Experience

• Bachelor’s degree or equivalent work and education.
• Minimum of 3 years of work experience in general office support.
• Demonstrated exceptional customer service skills.
• Demonstrated experience supporting teams in a fast-paced environment.
• Demonstrated exceptional planning and multi-tasking ability.

Language Skills

• Superior command of English grammar and spelling
• Excellent verbal and written communication skills
• Exceptional presentation and public speaking skills

Mathematical and Technology Skills

• Basic understanding of how to operate standard business equipment.
• Working knowledge and application of Microsoft 365, including Teams, Word, Excel, and PowerPoint

Other Skills and Abilities

• Excellent interpersonal and conflict resolution skills
• Ability to work on a team and independently.
• Remains calm and in control during stressful situations
• Attention to detail and reliability.
• Commitment to professional ethics in working with highly confidential, sensitive information.
• Must have and maintain a valid driver’s license and a clean driving record.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individual disabilities to perform the essential functions.

• The employee occasionally be called upon and must be able to work extended hours when needed for events and other duties as assigned.
• While performing the duties of this job, the employee is regularly required to talk, hear, sit, climb, balance, stoop, kneel, crouch and crawl. The employee is frequently required to stand, walk, use hands to finger, handle, or feel, and reach with hands and arms. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.
• Travel: none