Front Desk Administrator

Position Summary

The Front Desk Administrator provides high-level administrative and logistical support to ensure the smooth and efficient functioning of internal operations. This role is essential to supporting multiple departments, coordinating meetings and events, maintaining records, and facilitating internal communication. The ideal candidate is proactive, detail-oriented, and thrives in a mission-driven, team-focused environment.

Key Responsibilities

Welcome Desk Responsibilities

• Maintain front desk phone system to include answering incoming calls, responding to caller inquiries, directing calls as appropriate, and taking and giving accurate messages.
• Greet and direct visitors as appropriate based on purpose of their visit.
• Monitor security systems and dispatch Security Officers to calls for service for Federation and the other organizations on campus.
• Contribute to the overall success of the Jewish Federation of St. Louis

Welcome Desk Support

• Ensures safety and security of the building, staff, and visitors by following security entrance guidelines.
• Assist with meeting set-up, clean-up and occasional food orders.
• In partnership with Manager, Central Services & Technology be able to troubleshoot conference room AV issues that may arise.
• Install, troubleshooting, and maintenance of equipment, such as printers, keyboards, mouse, phones, and other smart devices.
• Maintain the iLobby Kiosk address book and monitor visitors coming into the building.
• Provide Shared Services office supply orders through various vendors and keep Shared Services and Staff Lounge area stocked and organized.
• Sorting of incoming and outgoing mail.
• Answer and receive all messages for VP of Finance & Administration.
• Scan in and code invoices through Avid Bill for Facilities/IT and Visa for the VP of Finance & Administration and the Director of Shared Services.
• Scan in and organize documents for the Finance Department
• Monitor and update our vendor lists inside our Facilities software and assist with scheduling vendors onsite when needed.

Operations Support

• Assist with data entry and report preparation in donor and program databases (e.g., Salesforce, Excel, etc.).
• Run reports and update contact lists as needed for internal communications and mailings.
• Troubleshoot minor IT or system access issues in coordination with external support.
• Contribute to cultivating a collaborative team culture, working with Finance & Administration team to support one another’s success.

Customer Service & Communication

• Serve as a front-line contact for inquiries via phone, email, or in person.
• Draft and send internal communications, announcements, and memos when requested.
• Support community outreach events and donor initiatives with logistics and materials

Qualifications

Required:

• Associate or bachelor’s degree preferred; equivalent experience considered.
• 2+ years of administrative or office coordination experience.
• Proficiency with Microsoft Office Suite and Google Workspace; familiarity with CRM/databases a plus.
• Strong written and verbal communication skills.
• Ability to manage time well, handle multiple tasks, and adapt to changing priorities.
• A team player with a positive, solution-oriented attitude.