Spirit Rock Meditation Center logo

Spirit Rock Meditation Center

Front Office Coordinator

Events · Woodacre, California
Department Events
Employment Type Full-Time
Minimum Experience Mid-level
Compensation Hourly wage and generous benefits package

Summary

The Front Office Coordinator is often the first point of contact for Spirit Rock visitors and event attendees. This position is primarily responsible for answering and routing phone calls, email letters and questions from visitors; managing weekday drop in class series; ongoing Community Meditation Center upkeep; restocking and maintenance requests. In addition, the Front Office Coordinator handles a wide range of administrative duties.

Specific Responsibilities

Front Office Coordination

  • Serve as the main information source for our center in responding to and directing general Spirit Rock phone calls, letters, emails, and faxes.
  • Greet and welcome visitors to the Community Meditation Center.
  • Pick up, sort, and deliver inter-office mail twice daily. Requires daily trip to local post office and delivery of mail and small packages.  Mail items as needed for various departments.  Maintain funds in the postage meter on a regular basis.  Prepare postage reports for accounting.
  • Maintain inventory of standard office supplies in CMC and administrative buildings.
  • Order office supplies for all Spirit Rock departments.
  • Enter and update names, addresses, and phone numbers in database. Prepare and send quarterly print newsletters.
  • Handle all non-residential lost and found items and inquiries.
  • Record main voice message line greeting and update weekly.
  • Create and log voucher requests and mail to appropriate person. 
  • Assist bookstore shoppers in locating items and completing purchases.
  • Keep FOC procedures manual up to date.
  • Train Front Office extra hire workers who fill in during vacation, sick and retreat days.

Event Support

  • Actively participate in Events team meetings and contribute to Events procedures as applicable.  
  • Oversee weekday drop in classes, including pre-class contact with teachers, updating the website with current information and on-site management of the classes including training and assigning tasks to volunteers, greeting guests, answering volunteer and participant questions, day of registration and completion of event paperwork.  
  • Ensure timely and accurate weekly class event data reporting.  
  • Set up microphones, Power Point, videos and other multi-media needs, troubleshoot AV issues, edit and upload audio recordings to Dharmaseed.org website. 
  • Manage occasional morning class series and daytime events, including initiating teacher contact, overseeing set up, registration, volunteer supervision, teacher support, event data reporting, break down and clean up.
  • Set up & break down for occasional in-house meetings, including seating, audio equipment, catering and audio support.

Community Meditation Hall Maintenance and Restocking

  • Maintain supplies and cleanliness of CMC.  Includes tidying and restocking both tea areas, 3 program rooms (including altars and closets), 3 meeting rooms, coat/shoe rooms.
  • Restocking toilet paper and paper towels in bathrooms, wiping down sinks, cleaning mirrors, and sweeping bathroom floors. 
  • Maintain tea, snack, and paper goods inventories and order appropriate amounts based on program numbers.
  • Initiate and track Facilities maintenance requests for repairs.

Qualifications

  • 3+ years of significant responsibility in a busy office environment
  • Excellent interpersonal skills and ability to communicate with a mature sensitivity while interacting with a diverse population of visitors, staff members, teachers and volunteers.
  • Patience and an ability to maintain an open and relaxed demeanor in stressful situations. 
  • Well-organized with the ability to prioritize and follow through on multiple tasks in a fast-paced, deadline-driven, non-profit environment.
  • Comfortable using office machinery including fax machines, copiers/scanners, postage meters, etc.
  • Comfortable using Audio-Visual equipment including microphones and Power Point/ projector set up for both MAC and PC laptops.
  • Experienced and well-versed in MS Word, Excel and Outlook.  
  • Raiser’s Edge database experience a plus. 
  • Excellent attention to detail and data entry accuracy.
  • Must have a valid California Driver’s License and vehicle for picking up and delivering mail at the Woodacre post office.
  • Physically able to lift boxes up to 35 pounds and deliver and pick up mail around campus
  • Experience with Spirit Rock’s programs, mission and practices preferred.

 

Thank You

Your application was submitted successfully.

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

  • Location
    Woodacre, California
  • Department
    Events
  • Employment Type
    Full-Time
  • Minimum Experience
    Mid-level
  • Compensation
    Hourly wage and generous benefits package