At Make-A-Wish MN, smooth processes and systems are the key to our success. This position is the key internal and external customer service ambassador, integral to reinforcing a friendly and welcoming organizational culture. This position interacts with visitors, donors, wish families, and employees at every level. The ideal candidate will demonstrate strong organization skills, efficiency, and a positive attitude. Day-to-day, this person ensures chapter operations run smoothly by handling phone calls, mail pick-up and deposit preparation, coordinating weekly accounts payable submission, ordering supplies, managing office equipment, and mentoring staff in understanding chapter policies and procedures. Not only will your work allow us to achieve organizational efficiency, but you will nurture a pleasant work environment our people love.
Customer Service
• Oversee the customer service experience as the main point of contact in the reception area. Ensure a personal, friendly experience for anyone coming into the office, whether they be donors, wish families, volunteers, or staff.
• Answer phones, ensure staff understands how to use the phone systems in a hybrid work environment, and monitor the general email account.
Office Efficiency
• Maintain office efficiency by maintaining appearance of common areas, handling general correspondence, overseeing office and kitchen supplies, and equipment requisition and repairs.
• Implement and maintain established policies and procedures and improve operational flow when identified.
• Manage both online and paper operational filing systems and coordinate disposal of paper records.
• Manage IT equipment inventory, maintenance, and staff assignment.
Staff Ambassador
• Assist in the recruitment of new staff by managing the job postings process and certain aspects of the operational onboarding experience.
• Assist in developing and maintaining human resources documents, the implementation of new procedures and practices, and providing a friendly face for questions.
Support Financial Operations
• Prepare all monies received at the office for bank deposit and database entry.
• Assist the VP of Operations in regular accounting duties, including managing the weekly accounts payable process and addressing and resolving questions and issues as they arise.
• Provide administrative support and other duties as assigned by the VP of Operations.
• Minimum of two years of receptionist/front office and administrative support experience.
• Computer proficiency with Microsoft Office Suite applications, specifically Word, Excel, and Outlook. Database experience a plus.
• Money handling experience required.
• Effective oral and written communication skills.
• Positive, professional attitude and appearance.
• High attention to detail and accuracy.
• Ability to work independently and prioritize tasks.
• Dependable and punctual.
Make-A-Wish Minnesota provides equal employment opportunity to all individuals. We are committed to a diverse workforce. We value all employees’ talents and support an environment that is inclusive and respectful.
Interested applicants can email a resume and cover letter to Jennifer Wixon Carlson, VP of Operations, jwcarlson@mn.wish.org
Title: Office Coordinator
Department: Operations
Reports To: VP of Operations
Supervises: N/A
FLSA Status: Non-Exempt, 32 Hours/week (eligible for full-time benefits)
Salary: $21.00 - $23.00 Per Hour