About this role
Schedule: Monday to Friday, 8:00 AM – 4:00 PM (35 hours/week)
Position Summary
The Receptionist / Site Assistant position is the primary point of contact for clients, visitors, and vendors at the site, providing both front-line client engagement and administrative support. This role is responsible for ensuring a safe, organized, and welcoming environment, managing the flow of on-site traffic, enforcing facility rules, and guiding individuals to necessary services throughout the site and across the agencys continuum of care. Fluency in both English and Spanish is required to accommodate the needs of the client population frequenting the site.
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Key Responsibilities
Client Flow & Site Management
- Manage client flow at the site, in order to maintain a safe, welcoming, and orderly space/environment. Site services food programming (community meals/soup kitchen), Help Center (benefits), housing and support services programming. Client population includes people with multiple diagnosis (mental health and substance use, medical, and other physical disabilities),
- Enforce site rules, agency regulations, and professional standards to maintain site safety and to ensure that all private spaces are only accessed with approval.
- Guide and direct clients arriving onsite to appropriate departments, staff members, or specific services. Informing appropriate staff/program of client presence. Gate-keeping the office spaces.
- Provide bilingual assistance to Spanish-speaking clients to remove language barriers in accessing services offered at the site.
- De-escalate conflicts or client frustrations using a compassionate, trauma-informed approach before escalating to supervisors.
Administrative Support
- Process program invoices and prepare check requisitions to ensure timely submission and payments.
- Support Site Coordinator to track vendor services (completion and progress) and monitor facility maintenance work to help keep logistics running smoothly.
- Assist Site Coordinator in ensuring that the site has sufficient supplies for offices/cleaning/and other activities. Coordinate ordering supplies as needed, with approval and collaboration from programs.
- Coordinate with Program around site events and assist with site/event management activities, setup needs, and administrative projects.
- Maintain records, including visitor logs and tracking lists (vendors/deliveries).
- Collaborate with multiple programs/managers to ensure smooth site operations and supervisory intervention when required for client safety.
Client Cohort Support & Referrals
- Assist a specific cohort of the client population by conducting needs assessments and providing direct guidance/referrals or low-threshold client assistance.
- Issue basic referrals to internal Project Hospitality programs or external community partners in collaboration with on-site program staffing.
- Translate basic resource materials or explain referral processes clearly to Spanish-speaking individuals
Qualifications
- Bilingual fluency in English and Spanish is required.
- High School Diploma/ GED or equivalent required.
- Verbal and written communication skills to interact professionally with diverse client populations, vendors, and providers.
- Proficiency with computer software, including Microsoft Office Suite and Google, and other standard database/data entry programs.
- Strong organizational abilities.
- Oversight of high activity site.