Front Desk Administrator

Organizational Background

Bayview Foundation is a nonprofit organization that provides affordable housing and supportive services to residents living in Madison’s historic Triangle Neighborhood. In the middle of the neighborhood, Bayview operates a comprehensive community center that offers culturally relevant and responsive educational, social, recreational, and cultural programs and services to area residents in need. Programs and services aim to support residents in achieving their aspirations and helping families to thrive.

After years of in-depth planning with residents and community leaders, the new Bayview features 130 apartment and townhouse units, providing affordable, dignified housing for up to 500 residents. The campus also features a stunning new neighborhood center that serves the entire neighborhood with programming in the following areas: food access; youth development and education; adult education and skill advancement; social work and resource navigation; senior meals and wellness; art and cultural programs.

You can find more information about Bayview and the redevelopment project on our website:.

Position Summary

Bayview is seeking a Front Desk Administrator with exceptional administrative, communication, and computer skills, coupled with a keen attention to detail and customer service skills. Under the supervision of the Operations Director, the Front Desk Administrator will be responsible for implementing a wide range of administrative, security, and safety operations at Bayview - including overseeing Bayview’s food access programs. This role requires a friendly and organized individual who can adeptly manage multiple tasks. The ideal candidate will thoroughly enjoy working with people of all ages and backgrounds and possess a strong desire to help others and build community.

The front desk team is the initial contact for Bayview residents, community members, guests, program participants, and volunteers. This critical staff member ensures that everyone who walks into the Bayview community feels welcomed in a safe and clean environment. They are responsible for answering questions, the coordination of the food pantry, connecting people with staff, programs and/or community resources, keeping the area organized and clean, reviewing and maintaining the center’s calendar of events, as well as performing regular administrative tasks like creating spreadsheets, documents, and fliers. The front desk team’s work supports the efforts of all other staff and serves as essential in support of Bayview’s housing and community services, vision, and goals.

Duties and Responsibilities

• Welcome visitors and guests into the community center and ensure they get the information and support they need. - Keep up-to-date information about programs and services, staff schedules and facility/room use and readily share information as needed/requested.
• Coordinate and promote grocery/basic need access and distribution programming offered in partnership with local food banks, farms and other suppliers.
• Oversee food access volunteer programs including recruitment and coordination of corporate, student, and community volunteers.
• Keep a watchful eye on the facility, monitor all spaces, and help provide security oversight.
• Administer facility use rental requests, collect deposits, and maintain the facility use/center calendars
• Coordinate and oversee biannual City Sampling Protocol and other data collection/entry projects
• Create newsletters, spreadsheets, fliers, and documents as needed
• Administer and oversee equipment rental check-out and track/maintain equipment inventory
• Answer all calls to Bayview and direct inquiries to appropriate staff members
• Compile and provide general information and resource referral to residents, callers, and visitors
• Oversee requests to use club rooms in the apartment buildings; Monitor cleaning and upkeep after events
• Generate maintenance work orders, track completed work orders in the online system, and follow-up on resident work order satisfaction
• Assist with room/space prep, cleaning, set-up and take-down as needed; Monitor cleanliness and communicate with appropriate staff to follow up as needed
• Sort incoming and outgoing mail, and notify staff of package deliveries; Open mail alongside Operations Director
• Assist with rent collection and writing rent receipts
• Place follow-up calls to residents as needed to schedule appointments and/or follow-up on paperwork
• Supervise & keep workstation, main lobby, center bulletin boards, kiosk, lobby, multi-purpose room, commercial kitchen, and common areas organized, attractive, and free of clutter
• Track office & cleaning supplies inventory and order additional supplies as needed to remain stocked
• Track and assess the food, nutrition and basic supply needs and interests of residents and community members. Identify strengths, needs, gaps, and opportunities within current services.
• Support implementation of regular community building and engagement events, such as the annual Winter Spree, Spring Celebration, community dinners, etc.
• Complete administrative tasks such as data entry, filing, making and distributing promotional materials.
• Additional duties as assigned

Required Qualifications

• Computer Skills: Extremely proficient in: Google Suite, Canva, and Microsoft Office applications, projectors, printers, copier, and phone system
• Ability to multi-task and maintain high levels of focus and attentiveness
• Problem-solving skills and the ability to work independently as well as part of a team
• Excellent writing and interpersonal skills and ability to communicate with a wide-range of individuals including colleagues, residents, contractors, board members, etc
• Ability to maintain strict confidentiality on all information pertaining to residents and program participants
• Ability to give accurate and detailed information to callers and visitors
• Ability to prioritize and manage time efficiently
• Experience working in a culturally diverse setting; understanding and appreciation of ethnically and culturally diverse populations
• Ability to lift up to 50 pounds

Desired Qualifications and Skills

• Bilingual in Spanish, Hmong, or Vietnamese preferred
• Familiarity with local human service organizations & affordable housing
• Past professional experience working with people from a wide variety of backgrounds
• Experience managing and supervising volunteers

To Apply

Submit the following application materials to Bayview Foundation, Inc. at and include “Front Desk Administrator” in the subject line:

• Resume
• Cover letter describing your work experience related to this role

Preference will be given to applications received on or before Friday, February 28, 2025.

Step 1: Virtual Screening Interview - learn more about the role and share your experience (~20 minutes)
Step 2: In Person Interview (~ 1 hour)
Step 3: Reference Checks

Step 4: Possible follow-up interview and/or team meet and greet

Bayview is an Equal Employment Opportunity/Affirmative Action Employer.

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Expected hours: 35 – 37 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Work Location: In person

Salary : $20 - $23