Summary:

The Office Coordinator/Receptionist plays a vital role in ensuring the smooth and efficient day-to-day operations of Tec Centro Philadelphia. Serving as the first point of contact for individuals visiting or calling the center, this position maintains a professional, welcoming, and organized front office environment while providing administrative support. Responsibilities include managing schedules and correspondence, supporting events and office logistics, handling clerical and reception duties, and maintaining office supplies and records. The Office Coordinator/Receptionist contributes to the overall success of the organization by ensuring efficient front desk operations and fostering a positive experience for all who interact with the center.

Front Desk Operations

• Greet visitors and provide information in a courteous, professional manner.
• Ensure guests sign in and guide them according to their needs.
• Manage phone calls, emails, and inquiries, directing them to appropriate staff.
• Maintain the front office area, ensuring it is clean, organized, and functional.
• Perform clerical duties including data entry, filing, copying, and document preparation.
• Maintain general familiarity with the trades offered by the Center and the services provided by Esperanza.
• Scheduling and Event Coordination

Schedule appointments, meetings, workshops, and events.

• Coordinate logistics for job fairs, orientations, and community activities.
• Esperanza Tec Centro Philadelphia/Office Coordinator 8/25
• Maintain and update contact lists and visitor records.
• Assist in event or classroom setup and cleanup as needed.
• Provide support for program outreach such as preparing flyers, managing mailing lists, or assisting with job fair preparation.

Administrative and Supply Management

• Assist with compiling data for internal and external reporting needs.
• Track and manage inventory of office supplies, submitting purchase requests when needed.
• Maintain an organized supply storage area and ensure items are properly labeled and accessible.
• Operate standard office equipment (copiers, phones, fax machines, etc)

Office Support and Communication

• Record and distribute meeting minutes and maintain meeting calendars.
• Serve as a liaison between staff, students, and external partners.
• Support onboarding and internal communications between departments.
• Provide accurate information and maintain a helpful, professional tone.
• Assist in drafting internal and external correspondence.
• Manage all message boards throughout the Center.

Other Duties

• This job description is not intended to be all-inclusive. The Receptionist may be required to perform other duties as assigned in support of office operations

• Bilingual in English and Spanish is a must.
• High School Diploma or GED; Associate degree preferred.
• Minimum of two years of experience in office administration or customer service.
• Strong organizational and time management skills.