Administrative Greeter

Brazos Valley Food Bank (BVFB), a private, non-profit that provides hunger-relief in the Brazos Valley, is in search of a full-time (40 hrs./week) candidate for the following position:

Administrative Greeter

The Administrative Greeter will be the first person anyone visiting the Brazos Valley Food Bank (BVFB) will see. Visitors can include individuals in need of food, education or training assistance, donors, volunteers and/or other members of the community at large. Positive interaction with the public and clear communication is key. While the position is responsible for greeting and directing all visitors, the position is also responsible for answering incoming calls and directing those calls to appropriate staff, specific clerical work for all departments, document retention, maintain dashboard information for the Board of Directors/Upper Management, and projects/tasks assigned from leadership.

Administrative Activities

• Greeting, directing and redirecting all visitors who enter through the main lobby to the appropriate location – Client Services Center, Volunteer Center, Warehouse, etc
• Contacting appropriate staff when a guest of theirs (or volunteer groups or walk-in monetary donor or individual in need of food) has arrived and seat him/her/them or direct them to the appropriate location while they wait
• Assist small volume food donors with processing their food donation – from weighing the food, to taking photos to handling receipting documentation
• Ask food donors with large donations to bring their donation to the Agency Pick-Up area and provide a map to that location
• Directing visitors to appropriate restrooms
• Work with both Warehouse and Volunteer center to manage necessary supplies, including industrial supplies, cleaning supplies, and facility paper products
• Deliver mail to designated person(s)
• Coordinate vendor appointments for several facility vendors
• Answer telephone and direct caller to appropriate staff, transferring to voicemail or directing caller to bvfb.org
• Calls that will be handled directly by the Greeter/Receptionist:
• Providing information to individuals needing food assistance including directing them to available BVFB agencies. Referring calls unable to answer/handle to designated staff person
• Handling calls from individuals in need that request assistance other than food, if the designated staff person is not available
• Providing directions to BVFB location
• Communicating BVFB hours of operations
• Confirming location, dates, and times of upcoming events
• Document retention of items that require digital copies or filing, as instructed from leadership
• Complete end of month verification of files, and if required, request duplicates of missing documents
• Catalogue food donor receipts and use information to create monthly/quarterly/annual donor acknowledgement letters
• Maintain dashboard information
• Create/update monthly and quarterly reports into accessible database for high-level Dashboard
• Maintain and upkeep the employee and Board of Directors directory, including sending out updated contact information when changes occur
• Other Responsibilities:
• Coordinate pick-up and delivery of packages by package delivery services
• Attend all staff meetings
• Distribute and collect weekly cleaning checklist from janitorial service, providing documents to Distribution Manager for review
• Communicate effectively, appropriately and in a timely fashion with the Distribution Manager
• Attend and come prepared for all supervision sessions with the Operations Director
• Follow all organizational Policies & Procedures
• Other responsibilities as assigned

Position Qualifications:

• Outgoing and friendly demeanor necessary. Strong customer services skills are a must
• Strong communication skills, especially verbal. Ability to explain processes as well as facts. Ability to summarize what is being requested.
• Being proactive with action – ability to assess a situation, independently problem-solve and act accordingly
• Ability to communicate with and assist equally persons of various backgrounds
• Understanding of confidentiality and how to handle situations that include it
• Ability to diffuse calls and visitors
• Ability to physically assist food donors in processing donations (will involve carrying bags or boxes and walking over to the donation center to walk the donor through the process)
• Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry up to 50 lbs., perceive depth, and operate a motor vehicle
• Computer skills and understanding of navigating software programs including Microsoft Suite
• Knowledge of operation of standard office equipment such as copier, fax, printer & scanner
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping
• Organizing and prioritizing with attention to detail and accuracy
• Ability to multi-task
• Willingness and ability to learn sanitary food storage and handling guidelines and practices
• Detailed oriented, with exceptional follow-through
• Ability to perform basic mathematical functions
  
  

Subject to a criminal background check before hire

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at anytime at the sole discretion of the Brazos Valley Food Bank.

The Brazos Valley Food Bank is an Equal Opportunity Employer (EOE).

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