Office Coordinator (St. Lawrence)

Location

Metairie, LA | United States

Job description

This position will interact with customers to provide basic or scripted information in response to routine inquiries about products and services. May handle and resolve general complaints. Confer with customers by telephone or in person to provide information about products or services, take or enter orders, cancel accounts, or obtain details of complaints. Check to ensure that appropriate changes were made to resolve customers' problems. Keep records of customer interactions or transactions, recording details of inquiries, complaints, or comments, as well as actions taken. Refer unresolved customer grievances to designated departments or programs for further investigation. Determine charges for services requested, collect deposits or payments, or arrange for billing.

Tasks & RESPONSIBILITIES ( Specific responsibilities may include but are not limited to):

Customer Services & Program Support

• Answer and return calls to the office main line and refer to appropriate staff or external agencies as needed; provide referrals for clients as needed;
• Conduct pre-screenings and intakes, by phone, and interview potential clients to gather or clarify information;
• Confers with clients via e-mail on the phone or in person to provide relevant information about our services and programs, follow-up appointments and referrals to community services;
• Consult client info on Apricot and E-Immigration to provide accurate info on case inquiries
• Documents complaints and assist referring grievance to appropriate manager and deescalate conflict;
• Work with respective legal, refugee and ESL team to resolve client inquires and complaints
• Check voicemails and give messages to case staff on site (mangers, legal assistants, accredited reps and others);
• Assist coordinating and staffing monthly (to weekly) legal clinic, community orientation and other community events as needed (included processing documentation for events);
• Provide administrative support including receiving and processing payments, processing mail, cash receipts;
• Monitor inventory of office supplies and equipment and coordinate the submission of purchasing requests; may include maintaining supply shelves and distributing supplies;
• Coordinate with external vendors including cleaning company, pest control, delivery and maintenance companies;
• Lead onboarding process for new staff, including preparing onboarding binders, providing office orientations, coordinating supplies and equipment for new staff;
• Coordinate with central agency support departments as necessary;
• Support St. Lawrence receptionist as needed.

Venue Coordination:

• Schedule and coordinate meetings as required;
• Help coordinate calendar and appointments, e vents/Calendar/Conference room management - Includes managing the conference rooms' set-up/break down and the calendar for all scheduled meetings in the conference rooms;
• Assist with welcoming and setting up new staff/interns into the site;
• Event preparation and coordination.

Mailing/File Management:

• Receive and distribute mail to various staff members and departments;
• Coordinate transport to long term storage and shredding of documents and other.

Data entry

• Enters data into e-Immigration logs; consult cases;
• Enters information into Agency Tracking system;
• Call EOIR hotline l-800-898-7180 to check if dormant cases have court hearings;
• Perform basic administrative tasks related to grant reporting and other requirements;
• Other tasks as assigned by supervisory staff.

Physical demands :

While performing the duties of this job, the employee is regularly required to sit, stand and walk; use hands to finger, handle, or feel; reach with hands and arms; talk and hear; utilize a phone, computer, keyboard, pen and paper. Occasional work on night and weekend hours. Travel may be required. Travel reimbursements apply.

Emotional demands :

While performing the duties of this job, the employee is regularly required to discuss topics including, but not limited, to discrimination; child abuse, neglect, abandonment; domestic, abuse; violence, and psychological trauma.

SKILLS:

• Bilingual in Spanish and English (written and oral) is preferred;
• Excellent written and oral communication skills, and ability to organize information in a clear
• and concise manner;
• Commitment to creating a welcoming and professional inclusive environment for staff and clients;
• Past experience working within a diverse community and fast paced working environment, preferred;
• Past experience working in a legal or immigration law setting is preferred, but not required;
• Strong organizational skills;
• Ability to both a) work independently (with competing deadlines), and b) collaborate closely with team members;
• Proficiency in use of web-based software, Microsoft Office applications, including Word and Excel, and other communication platforms; Familiar tools like Google Docs, Google Sheets and Gmail.

Qualifications :

• High School Diploma Required, Bachelor's degree preferred.
• Strong interpersonal and culturally competent communication skills.
• Respect for others and sensitivity to the needs and issues affecting people of diverse backgrounds.
• Ability to maintain strict confidentiality regarding all case and client information.
• Proficiency in Microsoft Word, Excel, and Outlook, and ability to learn immigration database/software.

Job Status: Full-time (Exempt), contingent upon grant funding

Reports to: Community Engagement Coordinator, Immigration and Refugee Services

Application Deadline: Applications will be accepted on a rolling basis. To apply, please do so online at

Job tags

Salary