Receptionist & Intake Coordinator

JOB TITLE

Receptionist & Intake Coordinator

DEPARTMENT

Admin

REPORTS TO

Office Operations Manager

FLSA STATUS

Full-Time, Non-exempt, Hourly MISSION:

Creating and supporting mentoring relationships that ignite the power and promise of the next generation.

VISION:

Through mentorship, all youth achieve their full potential.

JOB SUMMARY

The Receptionist & Intake Coordinator is a front-line administrative role responsible for providing a welcoming, professional reception experience while supporting timely and accurate enrollment intake workflows across Orange County and the Inland Empire. The position coordinates participant follow-up, scheduling, documentation, pre-match administrative requirements, and data integrity to help move families and prospective mentors through the enrollment pipeline without avoidable delay.

Essential Duties and Responsibilities:

Enrollment Intake & Participant Coordination

• Partner with the OCIE Enrollment team to ensure timely follow-up on inquiries from families and prospective mentors.
• Monitor and respond to the OCIE Volunteer and Enrollment inboxes, phone inquiries, and Matchforce communications regarding enrollment status and requirements.
• Communicate with families and prospective mentors regarding application completion, interview reminders as needed, document collection, training, and other enrollment next steps.
• Support families with application completion during in-person appointments.
• Facilitate fingerprinting and background checks for prospective volunteers in the enrollment pipeline.
• Track participant movement through enrollment stages; follow up on participants inactive for more than seven days and escalate barriers that may delay enrollment or match readiness. Enrollment Administration & Data Management
• Conduct and track required pre-match administrative items, including fingerprinting, background checks, references, and required documentation.
• Maintain accurate, timely records in Matchforce and other designated systems, including tasks, notes, status updates, and uploaded documentation.
• Complete assigned Matchforce tasks and follow-up activities by established deadlines; identify and correct data gaps promptly.
• Maintain organized electronic records in designated platforms, including Matchforce, shared drives, BCHEX, and GoCanvas.
• Partner with Enrollment staff to remove administrative bottlenecks, support consistent pipeline flow, and recommend practical workflow improvements. Front Desk & Office Operations
• Serve as the first point of contact for visitors, families, vendors, and callers; provide a warm, professional, and helpful experience.
• Answer, screen, and route incoming calls, including tri-county calls and faxes; take accurate messages and respond to routine inquiries.
• Greet visitors and vendors, notify staff of arrivals, and receive and distribute mail, deliveries, and weekly water deliveries.
• Maintain an organized, welcoming, and appropriately stocked reception area.
• Coordinate room reservations using calendaring tools and provide basic room-use instructions as needed.
• Report office and building maintenance issues to Office Operations Manager and assist with onsite maintenance vendors.
• Follow safety and security protocols, including reporting safety concerns and responding to security alerts.
• Support special projects and other duties as assigned. Key Performance Expectations
• Maintain accurate and timely Matchforce data, task completion, and documentation tracking.
• Provide responsive participant follow-up and scheduling coordination that supports enrollment targets and prevents avoidable delays.
• Actively track pre-match requirements through completion so participants are not delayed by incomplete administrative items.
• Maintain a professional, organized, and welcoming front desk and shared office environment. Core Competencies
• Customer Focus
• Organization & Time Management
• Communication
• Attention to Detail
• Initiative & Problem-Solving
• Collaboration
• Technical Proficiency
• Adaptability Qualifications
• High school diploma or equivalent required.
• Previous reception, office, administrative, or customer service experience preferred.
• Strong interpersonal, organizational, and customer service skills.
• Proficiency with Google Workspace, including Docs, Sheets, and Calendar.
• Ability to manage multiple priorities, work independently, and maintain confidentiality and professionalism.
• English and Spanish speaking required.

Work Environment & Travel Routine office environment. Moderate independent travel may be required. Additional Information The statements above describe the general nature and level of work performed by individuals in this position. They are not intended to be an exhaustive list of all duties, responsibilities, or required skills. The job description may be modified to meet organizational needs. Employment with Big Brothers Big Sisters of Orange County & the Inland Empire is at will, meaning either the employee or the organization may end the employment relationship at any time, with or without cause or notice.

Job Type:

Full-time Pay:

$22.50 - $24.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Paid time off Vision insurance

Work Location:

In person