Front Office Coordinator

Description

JOB SUMMARY:

The Front Office Coordinator is a member of the Administrative Team and plays a key role in creating a friendly, welcoming, professional, and safe experience for all stakeholders of The Parent Child Center of Tulsa. This position supports the smooth day-to-day operation of the front office and lobby, coordinates office and facility supply management, supports vendor and visitor relations, and helps ensure continuity of front desk operations through scheduling and staff training. The Front Office Coordinator also provides administrative and operational support to agency programs, services, and internal teams as needed.

PRIMARY RESPONSIBILITIES:

Front Office Operations & Stakeholder Experience

• Serves as the first point of contact for clients, visitors, staff, and community partners by welcoming stakeholders in person and over the phone in a friendly, professional, respectful, and service-oriented manner.
• Coordinates daily front office and lobby operations, including opening and closing the building, maintaining a welcoming and professional front office environment, distributing documentation, routing general inquiries to appropriate staff or programs, and implementing front office protocols during safety concerns.

Front Desk Coverage, Training & Continuity of Operations

• Manages evening front desk support coverage by developing and maintaining the evening front desk schedule, ensuring adequate coverage during assigned evening hours, and proactively addressing staffing gaps or coverage needs.
• Builds and maintains a trained pool of staff able to support front desk operations during absences, vacancies, or other coverage needs by coordinating cross-training, providing front desk procedure training, and maintaining clear procedures, resources, and documentation to ensure continuity and consistency of service.
• Supports operational onboarding for new employees by providing front office orientation and assisting with setup, access, and basic equipment programming as needed.

Safety, Security & Facility Support

• Supports office security and visitor management by following safety procedures, monitoring security cameras, controlling building access, and serving as the primary point of contact for visitors in the lobby during emergency situations.
• Participates in monthly facility safety audits, supports follow-up improvement efforts, and maintains front office first aid resources and other related supplies.

Office Administration, Supplies & Vendor Coordination

• Manages front office equipment and related vendor support, including troubleshooting basic issues, coordinating repairs and servicing, and providing guidance to staff as needed.
• Oversees agency office supply inventory and ordering, including maintaining stock levels, distributing supplies, managing purchasing accounts, and coordinating with vendors to support organizational needs.
• Coordinates incoming and outgoing mail, deliveries, and packages, including distribution to staff and follow-up on delivery issues as needed.
• Maintains vendor relationships and accounts related to office, supply, and facility needs; coordinates vendor access to the building and serves as a backup liaison when primary staff are unavailable.

Administrative, Program & Agency Support

• Provides administrative and operational support to the Administrative Team through projects, communication, scheduling support, document distribution, and other assigned tasks.
• Supports agency programs and services as needed by sharing information and resources, distributing materials and records, assisting with client communication, and helping ensure smooth front office support for program operations.
• Maintains accurate front office records, logs, and tracking tools related to visitors, front desk coverage, supplies, and other administrative functions.
• Participates in agency Performance and Quality Improvement (PQI) initiatives and contributes to a culture of high performance, accountability, and continuous improvement.

Requirements

REQUIRED QUALIFICATIONS:

• High school diploma or GED required.
• Minimum of two years of experience in administrative support, front office, customer service, office coordination, or related role.
• Strong verbal and written communication skills with the ability to interact professionally and respectfully with clients, staff, vendors, and community partners.
• Strong interpersonal and customer service skills with the ability to create a welcoming and positive experience for diverse stakeholders from various economic, social, and cultural backgrounds.
• Strong organizational skills and attention to detail, including the ability to maintain accurate records, manage supplies, coordinate schedules, and handle multiple priorities efficiently.
• Effective time management skills with the ability to prioritize tasks and respond to changing daily needs.
• Ability to train and support staff in front office procedures and maintain consistency in service delivery across multiple support personnel.
• Sound judgment, patience, and active listening skills, with the ability to respond appropriately and compassionately to sensitive client populations.
• Basic proficiency with office technology and software, including email, calendars, word processing, spreadsheets, and general office equipment.

PREFERRED QUALIFICATIONS:

• Experience working in a nonprofit, healthcare, behavioral health, or social services environment.
• Experience coordinating schedules, training staff, managing office supplies or purchasing, or supporting facility/front office operations.
• Bilingual in Spanish.