Front Office & Guest Services Manager

Alaska Christian College Soldotna, AK

DATE:  April 2024

JOB TITLE: Front Office & Guest Services Manager

DEPARTMENT: Operations

REPORTS TO: Vice President of Operations

STATUS: Part time, Regular, Hourly, Non‐Exempt

PURPOSE:  

Involved in the daily operations of the administrative office including responsibilities associated with the performance of routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers. Provides support services to management staff. Provides oversight and coordination of all guests on campus. Oversees the janitorial/custodial staff. 

SUCCESS FACTORS:

1. Strong administrative and organizational skills.
2. Demonstrated ability to multi‐task, work independently, and meet deadlines.
3. Commitment to providing outstanding customer service.
4. Strong communication skills (oral and written) and attention to detail.
5. Commitment to continuous improvement.
6. Practice effective team behavior and demonstrate effective interpersonal relationships.

RESPONSIBILITIES:

The Front Office & Guest Services Manager  is responsible for the day‐to‐day management of the office, ensuring efficient and effective processes, and coordinating all issues affecting the daily operations of the office. The Front Office and Guest Services Manager is also responsible for all areas in regards to guests on campus as well as oversees the custodial area and related staff.  The Front Office & Guest Services Manager will work under the direction of the Vice President of Operations to ensure the needs of the office, and our members, are met in a timely manner.

The following position responsibilities are essential functions of the position. Successful job applicants will be able to perform these essential functions with minimal supervision:

1. Ability to operate and manage a multi‐line phone system efficiently, answer all incoming calls, and direct calls to appropriate personnel or departments.
2. Manage the office to ensure effective telephone and mail communications, both internally and externally, and maintain professional image.
3. Coordinate with other staff and faculty to maintain the main conference room schedule.
4. Maintain office equipment, including computers, copiers, fax machines, telephones, etc., and serve as the point of contact for vendors.
5. Have a basic knowledge and understanding of business operations such as accounting, purchasing, and point‐of‐sale transactions.
6. Process and code credit card reconciliations for multiple areas.
7. Aides with campus procurement.
8. Maintain and replenish inventory and office supplies in the front office, workrooms, and apparel closet.
9. Oversee the electronic key system, key log, distribution of keys, and programming of locks.
10. Manage vehicle fleet, including keeping records, ensuring registrations are current, processing of fuel cards, maintaining schedule of vehicle usage, etc.
11. Assist staff and faculty with preparing documents for Board meetings, training, and other meetings as needed.
12. Process lodging, facility, volunteer, rentals, conferences, and catering requests.
13. Assist with securing locations for conferences, training, and special events.
14. Coordinates and is the main point of contact for all guests on campus, including but not limited to forms, registrations, room assignments, administering check‐ins and check‐outs, and hospitality during the duration of the guest’s stay.
15. Is responsible for the after‐hours phone when classes are not in session
16. Oversees the custodial staff and related tasks
17. Keep the office clean and tidy – organize supplies, file paperwork, etc.
18. As requested, assist the Executive staff, Board, and other staff with miscellaneous projects.
19. Develop and maintain standard operating procedures (SOP) manual for this position.
20. Carry out other duties as assigned by the Vice President of Operations.

SUPERVISORY RESPONSIBILITIES:                       Custodial Staff

MINISTRY EXPECTATIONS:

Alaska Christian College esteems our students and co‐workers and values each as members of our community of faith.  Students, faculty, staff, visitors, and vendors are all considered to be customers and it is the duty of each employee, regardless of their position, to perform to a high level of customer service.  All employees are encouraged to develop meaningful relationships with students and other staff to promote the mutual growth of deeper whole‐life discipleship.

REQUIREMENTS:

1. Must be a high school graduate or have a GED, although an Associate’s degree is preferred.
2. 2+ years’ experience in office management or equivalent position with similar responsibilities described above.
3. Must have good communication skills, both verbal and written.
4. Must understand and maintain confidentiality pertaining to all information seen or heard.
5. Must be able to work independently and show good judgment.
6. Must be cooperative and able to work in a team environment.
7. Must know how to operate common office equipment.
8. Must have a working knowledge of Microsoft Word (basic keyboarding 40 wpm), Excel, and Google Suite (Forms, Chrome, Pages, etc.).
9. Must be organized, efficient, able to prioritize, and show good time management skills.
10. Must be detail oriented and able to multi‐task with a high degree of accuracy and skill in all work performed.
11. Must be reliable and dependable with regular, timely attendance.
12. Must be a self‐starter/initiator when any lulls in the office occur.
13. Must be willing to agree to and sign statement of Evangelical Covenant Affirmations. Must be able to pass a background check.

WORKING CONDITIONS:

These duties will be conducted in an office environment with limited exposure to hazardous materials. Majority of on‐site shift will be spent seated and working on a computer. Must have adequate sight to meet the responsibilities of the job. Must be able to lift 40 pounds on an occasional basis.

DRESS CODE:

Within the office, “business casual” dress is expected.  Jeans are acceptable as long as they are clean and well‐kept.  If any questions arise regarding what is appropriate, speak with the supervisor.