Administrative Lead Receptionist

Position: Administrative Lead Receptionist
Compensation Range: $23.00 to $24.00 hourly plus excellent benefits
Position: Full-time non-exempt

*** This position is on-site in our DTLA HQ office***

ABOUT PACE

Founded in 1975 Pacific Asian Consortium in Employment (PACE) is a local community nonprofit dedicated to serving the regions diverse communities. What started as job training for the Asian Pacific Islander communities has grown into a full-service organization serving a diverse community of 40000 people annually across programs including: Employment Business Development Early Childhood Education (Head Start) Affordable Housing Weatherization and Energy Conservation Programs. With 350 staff PACE is recognized as a leader in addressing problems of poverty and economic inequity in ethnic minority communities and has a reputation of being responsive to community needs. PACE is known for creating innovative solutions to the myriad of challenges faced by our clients. Learn more at SUMMARY

PACE is seeking an enthusiastic and service-oriented LEAD RECEPTIONIST to join the team and organization. The Lead Receptionist serves as the primary point of contact for PACE managing all incoming calls and directing them to the appropriate departments with professionalism and accuracy. This position coordinates front desk coverage across PACEs departments ensures walk-in clients are warmly received and delivers outstanding customer service by phone and in person. The Lead Receptionist must maintain working knowledge of all PACE departments and programs in order to accurately direct clients respond to general inquiries and connect community members with the right resources. This position also provides critical administrative support including daily mail management procurement assistance travel and booking coordination for the leadership team and logistical support for Board of Directors meetings. The Lead Receptionist reports directly to the Executive Assistant. This is an excellent opportunity to build a fulfilling career while making a real difference in the community!

MAJOR RESPONSIBILITIES & DUTIES

Front Desk & Call Management

• Serve as the primary receptionist for PACE answering and directing all incoming telephone calls to the appropriate departments and staff with accuracy and professionalism.
• Greet and assist all walk-in clients visitors Board members and stakeholders providing a welcoming and supportive first impression consistent with PACEs mission and values.
• Maintain comprehensive working knowledge of all PACE departments programs and services including Employment Education (Head Start) Business Development Energy Housing Finance and Administration in order to accurately direct clients and respond to general inquiries.
• Manage and coordinate front desk coverage schedules in collaboration with departmental receptionists to ensure continuous coverage during all PACE operating hours.
• Deliver outstanding customer service via phone email and in-person interactions; escalate complex inquiries to the appropriate program staff or supervisor.
• Maintain the front desk area in a professional organized and welcoming manner at all times.

Mail Management

• Oversee the daily sorting and distribution of all incoming mail and packages to the appropriate PACE departments and staff members.
• Prepare process and coordinate outgoing mail and deliveries including standard postage certified mail courier services and other shipping needs.
• Maintain records of incoming and outgoing correspondence as required.
• Monitor and replenish postage meters and mailing supplies; coordinate procurement of mail-related materials with the appropriate department.

Procurement & Administrative Support

• Assist with the procurement process including preparation and submission of purchase requisitions and purchase orders (POs) in accordance with PACEs organizational policies and procedures.
• Track and follow up on outstanding requisitions and orders to ensure timely fulfillment.
• Support the Executive Assistant and administrative team with a variety of tasks including scheduling document preparation filing copying scanning and data entry.
• Maintain organized records and files both physical and electronic in compliance with PACEs document management standards.
• Assist with special projects and organizational initiatives as assigned by the Executive Assistant or PACE leadership.

Travel & Booking Coordination

• Assist the leadership team as needed with travel arrangements including airline bookings hotel reservations ground transportation and itinerary coordination.
• Research travel options to identify cost-effective arrangements consistent with PACEs travel policies and budget guidelines.
• Manage booking confirmations travel documentation and expense-related records in coordination with the Executive Assistant and Finance Department.
• Assist with scheduling and room bookings for internal meetings events and other organizational activities using applicable booking and scheduling platforms.

Board Meeting Coordination

• Assist with logistical preparation for Board of Directors meetings including room setup materials preparation and coordination of catering or A/V needs as required.
• Distribute Board meeting notices agendas and supporting documents to appropriate parties in a timely manner.
• Support the Executive Assistant in greeting Board members and guests and providing on-site assistance during meetings.
• Assist with recording and distributing meeting minutes or other follow-up documentation as needed.

WORKING RELATIONSHIPS

• Reports directly to the Executive Assistant
• Works in close coordination with all departmental receptionists to manage front desk coverage
• Interacts daily with staff clients visitors and stakeholders across all PACE departments: Employment Education (Head Start) Business Development Energy Housing and Administration/Finance
• Collaborates with the Executive Assistant and leadership team on administrative procurement and Board meeting support
• Coordinates with the Finance Department on purchase requisitions purchase orders and vendor communications
• Supports the leadership team with travel arrangements and booking logistics

QUALIFICATIONS EXPERIENCE AND SKILLS

Education & Experience

• High school diploma or equivalent required; Associates or Bachelors degree in Business Administration Communications or a related field preferred.
• Minimum of 2 years of experience in a receptionist administrative assistant or front desk role preferably in a nonprofit or multi-department organization.
• Prior experience in a lead or supervisory capacity is preferred.
• Experience working with low-income individuals and diverse multicultural communities preferred.

Skills & Competencies

• Proficiency in Microsoft Office Suite (Word Excel Outlook PowerPoint Teams) required.
• Knowledge of travel and hotel booking platforms (e.g. Concur Egencia for Business Expedia for Business or similar) highly preferred.
• Knowledge of appointment and room booking platforms (e.g. Microsoft Bookings Calendly or similar scheduling tools) preferred.
• Experience with procurement processes purchase requisitions and purchase orders is a plus.
• Familiarity with all PACE program areas Employment Education Business Development Energy Housing and Administration or demonstrated ability to quickly acquire this knowledge.
• Excellent verbal and written communication skills with a professional and courteous demeanor.
• Strong organizational skills with the ability to multitask prioritize and remain composed in a fast-paced multi-department environment.
• Demonstrated ability to work collaboratively across departments and coordinate effectively with team members at all levels.
• Bilingual or multilingual ability is a plus
• Commitment to PACEs mission of advancing economic equity in underserved and immigrant communities.

ADDITIONAL REQUIREMENTS

• Must satisfactorily pass background and employment/reference check
• Must have a valid Drivers License adequate automobile insurance coverage and an automobile in working condition; occasional local travel may be required.
• COVID vaccination required; must have two-dose series of Pfizer or Moderna or a single-dose of Johnson & Johnson. Those that need a medical or religious exemption must reach out separately.
• This position is ON-SITE in or DTLA office

COMPENSATION & BENEFITS

• Pay range is $23 to $24 hourly depending on experience. This is a full-time non-exempt position.
• Affordable and robust Medical Dental Vision and Life insurance plans for employee plus family with generous employer contributions
• Robust 401(k) retirement plan
• We offer generous paid holidays paid vacation paid sick leave

APPLICATION PROCESS

• All applicants MUST upload a resume AND complete application on our website and to be considered. We will only be reviewing applications submitted on our website. will be reviewed on a rolling basis until positions have been filled. We will only reach out to candidates who have been selected to move forward in the process.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to sit; use hands to finger handle or feel and talk or hear. The employee is frequently required to reach with hands and arms and stoop kneel crouch or crawl. The employee is occasionally required to stand walk and taste or smell. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision color vision and ability to adjust focus.