Front Desk Administrative Assistant

Job Title: Front Desk Administrative Assistant

Department: Club

Reports To: Club Director

FLSA Status: Non-Exempt

Function:

The Front Desk Administrative Assistant is responsible for managing the reception area at the club, which includes greeting guests, answering phone calls, assisting with inquiries, managing front desk data, and handling member registration and payments. This position plays a key role in ensuring smooth operations and delivering excellent customer service to club members and guests.

Primary Responsibilities and Activities (Not all-inclusive):

• Serve as the first point of contact for all club visitors, maintaining a professional and welcoming demeanor at all times
• Handle administrative duties, including preparing correspondence and reports as requested by the supervisor
• Manage sign-in and sign-out processes for members, volunteers, and visitors daily
• Address guest questions and concerns promptly and professionally, ensuring complete satisfaction
• Maintain positive relationships with guests, answering the phone promptly and using their name throughout the conversation
• Promote club services, programs, and events to visitors and members
• Process member registrations, including data entry and managing sign-ups for field trips, along with processing payments
• Accurately enter daily attendance data for members into the system and maintain organized membership files
• Manage registration periods such as annual membership, summer registration, and ongoing sign-ups, ensuring records are up-to-date with necessary documentation
• Prepare and sort documents for program attendance, verifying and correcting data when necessary
• Ensure accurate payment records and maintain proper financial documentation
• Ensure that all relevant records are kept up to date in the TRAXS Solutions or related software, in compliance with DCF and other regulations
• File Early Learning Coalition (ELC) documentation signed by parents on a monthly basis
• Maintain the master schedule of club activities and events, providing relevant information to members and families
• Monitor and manage office supplies, ensuring a clean, organized, and well-stocked work area
• Attend and actively participate in staff meetings and training sessions
• Proofread materials for accuracy before submission to the supervisor
• Assist with general club operations as directed by management
• Perform other duties as assigned
  
  

Position Requirements (Not all-inclusive):

• High school diploma or at least 2 years of administrative assistant experience
• Ability to relate well to children, parents, and club staff
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong organizational and time management skills
• Ability to work independently and take initiative with minimal supervision
• Attention to detail and strong communication skills
• Ability to perform multiple tasks simultaneously and manage daily operations
• Positive attitude, high energy, and strong work ethic
• Mandatory HIV/AIDS, CPR, and First Aid certifications
• Valid state driver’s license and ability to pass pre-employment background check and drug test
  
  

Position Qualifications:

• Must be able to stand, walk, and sit for extended periods
• Ability to use hands and fingers for tasks such as typing and operating office equipment
• Ability to lift or move up to 25 pounds during shifts
• Specific vision requirements: close vision, distance vision, color vision, peripheral vision, and depth perception
• Must maintain a high level of alertness due to safety-sensitive environment
• The work environment is noisy due to the presence of children in both indoor and outdoor settings
  
  

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