Front Desk Administrative Assistant

REPORTS TO: Manager of Human Resources

EMPLOYMENT CLASSIFICATION: Part-time (3 days/wk), Non-Exempt

ABOUT EAGLE RANCH:

Eagle Ranch is a Christ-centered nonprofit organization located in Flowery Branch, Georgia, that takes a whole family approach to restoring and renewing relationships for children and families. Eagle Ranch was founded in 1985 and has served thousands of children and their families. 

PURPOSE OF THE POSITION:

The Front Desk Administrative Assistant serves as the first point of contact for visitors, guests, and callers. This position plays a key role in representing our mission, fostering an atmosphere of warmth and professionalism, and making everyone feel valued and welcome. As a key representative of the Ranch, the Front Desk Administrative Assistant is responsible for creating positive first impressions and ensuring that guests and staff are directed to the appropriate destinations with efficiency and care. Additionally, this role will support various administrative office functions that support the Finance/IT, Development, and Human Resource teams. This role requires a high level of organization, strong communication skills, and a deep commitment to serving others.

PRIMARY DUTIES AND RESPONSIBILITIES:

Guest and Visitor Reception

• Greet all visitors with a friendly, professional, and welcoming demeanor, ensuring they feel valued and respected as they enter the facility. Provide assistance, answer questions, and direct guests to the appropriate person or area within Eagle Ranch.
• Professionally answer incoming phone calls, listen attentively, and direct calls to the appropriate team members or departments. Ensure timely responses to phone inquiries and provide accurate information when needed.
• Serve as a "culture carrier" by embodying Christ-centered hospitality. Provide the first point of contact that reflects our organizational mission and values, ensuring that guests' first interactions with our staff are positive and reflect our commitments to care and excellence.
• Address inquiries from guests, callers, and staff in a prompt and courteous manner. Communicate clearly and effectively to ensure smooth operations and positive interactions.
• Ensure the reception area is clean, organized, and stocked with necessary materials. Keep the environment welcoming.

Administrative Support

• Oversee and coordinate all incoming and outgoing mail. Ensure timely delivery, sorting, and distribution of mail to staff and departments. Handle package deliveries and ensure that guests receive the necessary correspondence in a timely manner.
• Process incoming financial gifts, manage and research all honor/memorial donations through the printing and preparation of acknowledgments, receipts, and thank-you letters, and update donor database accordingly.
• Assist with special mailers of larger items (shirts, mugs, books, etc) and support mass mailings such as year-end statements, donor gifts, and volunteer thank-you notes.
• Scan, upload, and process invoices for SAP credit card expense and digital invoicing system.
• Assist with processing miscellaneous cash receipts from First Step Counseling, The Wings Center, and Residential Program payments.
• Assist with donor database cleanup, ensuring accuracy and detail while managing a large amount of private and confidential information.
• Assist with various administrative tasks for the Development/Outreach team and the Finance/IT team as needed. Support administrative staff with necessary office supplies and clerical tasks as needed.

QUALITIES:

• Affirms and exhibits a life in line with Eagle Ranch Statement of Faith.
• A friendly, approachable demeanor and a team-oriented attitude.
• A passion for providing excellent service and creating a welcoming, helpful, and professional environment.
• Teachable spirit and willingness to seek counsel.
• Strong attention to detail, ability to multitask, and manage multiple responsibilities at once.       

REQUIREMENTS:

• High school diploma or equivalent required.
• Previous experience in customer service, office administration, or receptionist roles is preferred.
• Exceptional verbal and written communication skills, with the ability to interact professionally with a diverse group of people.
• Comfortable with office technology and phone systems. Basic knowledge of office software (Microsoft Office, Google Suite, Blackbaud, etc.) is a plus.
• Strong project management skills.
• Experience with data entry is preferred.
• Ability to sit or stand for extended periods.
• Occasional lifting of office supplies and materials (up to 20 lbs).

Ready to apply? Take the first step and send your resume and cover letter to the attention of Meghan Washington at mwashington@eagleranch.org with the subject line: Front Desk Administrative Assistant. Applications without a cover letter will not be considered.