Welcome Coordinator

Position Summary

The Welcome Coordinator serves as the first point of contact for all visitors, callers, and general inquiries, ensuring a professional, welcoming, and efficient front desk experience. This role is critical to the day-to-day operations of the organization, providing administrative and customer-facing support that allows program and leadership staff to focus on mission-critical work.

The Welcome Coordinator manages reception duties, supports adoption-related administrative processes, and maintains a clean, organized, and welcoming public environment.

Key Responsibilities

Front Desk & Guest Experience

• Serve as the primary point of contact for all visitors, providing a warm, professional welcome

• Answer and direct incoming phone calls in a timely and courteous manner

• Monitor and respond to general inquiry emails or route appropriately

• Provide accurate information about services, programs, and procedures

• Manage lobby flow and ensure visitors are assisted efficiently

Administrative & Operational Support

• Assist with adoption paperwork, ensuring completeness and accuracy

• Support scheduling, document management, and general administrative tasks

• Maintain organized records and assist with data entry as needed

• Coordinate communication between departments when front-facing needs arise

• Provide basic troubleshooting and support for common visitor or client needs

Facility & Environment Oversight

• Maintain the cleanliness, organization, and presentation of the reception and public areas

• Monitor supply levels (forms, brochures, office supplies) and restock as needed/support inventory management

• Identify and communicate facility or maintenance issues to appropriate staff

• Assist with tracking non-monetary donations

• Ensure the front desk area reflects a professional and welcoming environment at all times

Cross-Functional Support

• Assist staff with overflow administrative tasks as capacity allows

• Support volunteer coordination at the front desk when applicable

• Step in to support events, high-traffic periods, or special initiatives

Qualifications Required

• High school diploma or equivalent

• 1–3 years of experience in a customer service, administrative, or receptionist role

• Strong interpersonal and communication skills

• Ability to manage multiple priorities in a fast-paced environment

• Basic proficiency with email, phone systems, and standard office software

Preferred

• Experience in a nonprofit, shelter, or human services environment

• Familiarity with adoption processes or client intake systems

• Experience with CRM or database systems

Core Competencies

• Customer Service Orientation: Creates a positive, welcoming experience for all visitors

• Organization & Attention to Detail: Ensures accuracy in paperwork and administrative tasks

• Communication: Clear, professional verbal and written communication

• Reliability: Consistent, dependable presence at the front desk

• Adaptability: Able to shift priorities based on daily operational needs

Work Environment & Schedule

• Primarily based at the front desk/reception area

• Requires extended periods of sitting, standing, and interacting with the public

• May include occasional evening or weekend hours depending on organizational needs

Pay: $17.00 per hour

Work Location: In person

Salary : $17