Reception & Partner Services Coordinator

Charleston, SC, USA Req #29
Wednesday, June 12, 2024

Water Mission is a Christian engineering nonprofit that builds safe water solutions for people in developing countries, refugee camps, and disaster areas. Since 2001, Water Mission has served more than 8 million people in 60 countries, sharing safe water and the message of God’s love. Working at Water Mission is as much a calling as it is a career, and we are searching for people with the courage, passion, and drive to help us change the world. Read more about our Statement of Faith and Our Christian Mission.

What is the opportunity?

The Reception and Partner Services Coordinator plays a vital role in representing Water Mission to a broad audience of guests and partners through warm hospitality, a heart of service, and clear and efficient communication. This role will be responsible for executing high-quality hospitality and communication. This position will assist with daily gift processing and provide administrative support in managing constituent records, mailings, and other activities. This is a full-time position reporting to the Partner Services Manager and will be located at the Water Mission headquarters in N. Charleston, SC.

 

A successful Reception and Partner Services Coordinator will: 

General Duties

  • Maintain a strong Christian witness and model servant leadership to colleagues, partners, the communities we serve, and the public.
  • Engage and participate in prayer before and after team meetings.
  • Lead and participate in biblically based staff devotions.
  • Maintain high-level knowledge of Water Mission’s organizational objectives, programmatic strategies, projects, and activities. Stay informed of local, regional, national, and global news and issues to support the organization effectively.
  • Provides other general administrative support for the Partner Services functions, as needed, including letter preparation for major constituent mailings, among other similar needs.
  • Represent and support the ministry at special events as needed.

Reception Duties

  • Ensure volunteers, delivery personnel, and all guests feel welcomed and valued. Serve as the receptionist during standard office hours of 8 a.m. to 5 p.m. Eastern Time.
  • In coordination with the Partner Services Manager, always ensure coverage of the front desk and train those who assist at the desk on relevant processes and procedures.
  • Maintain a safe environment for staff, guests, and volunteers using the secure entry system with proper documentation and identification for each person who enters the Water Mission headquarters.
  • Answer all incoming phone calls and inquiry emails with professionalism, clarity, and courtesy. Route calls and emails to appropriate staff members as needed. Make outbound calls to our partners when clarification for a gift is needed or if any further follow-up is needed. Ensure necessary information is recorded in Raiser’s Edge (RE) in a timely and accurate manner.
  • Assist external stakeholders with website navigation, financial transactions, account maintenance, and problem resolution in a warm and timely manner.
  • Ensure proper routing of incoming mail within Water Mission staff, and delivery of outgoing mail to the post office via appropriate team members daily.
  • Ensure voicemail greetings for the general mailbox are recorded appropriately for holidays/office closings and prepare signage for the front door. Work with the Marketing and Communications team to keep the greetings current and situationally appropriate.
  • Manage incoming correspondence through our general information and gift inboxes by documenting within RE, responding, and/or routing communication appropriately.
  • Coordinate incoming tour requests and notify the Engagement team of any potential new opportunities.
  • Meet the ministry’s standards for professionalism, timeliness, and accuracy while setting the precedent for volunteers and other staff.
  • Ensure all applicable front desk SOPs are updated, approved, and released as procedures change.
  • In coordination with the volunteer engagement team, assist volunteers with Volunteer Local’s check-in process as they share their time, talent, treasure, and influence. 

Partner Services Coordinator Duties

  • Handle merchandise transactions and follow appropriate procedures to batch appropriately.
  • Create incoming check and cash donation batches, run tribute reports, and mail tribute cards.
  • Create and update constituent records in Raiser’s Edge as needed.
  • Assist with executing daily gift processing in coordination with the Partner Services and Accounting teams.
  • Assist with RE and VolunteerLocal system alignment to ensure all new volunteers and volunteer hours served are properly recorded.
  • Provide administrative support to ensure visitor, volunteer, and partner information is captured and recorded in RE.
  • Ensure supplies are stocked and communicate order needs to appropriate staff.
  • Accept incoming donations via phone or in person and record appropriately in Goodworld software.

What is required? 

  • Personal and growing relationship with Jesus Christ.
  • Alignment with Water Mission’s Statement of Faith and core values of Love, Excellence, and Integrity.
  • Commitment to excellence in work.
  • Two or more years of experience in administrative support.
  • Experience with multi-line phone systems (or the aptitude to learn quickly).
  • Proficiency in Microsoft Office software, especially Word, Excel, PowerPoint, and Outlook.
  • Strong internal and external customer service focus and follow-through.
  • Excellent written and verbal communication skills, including the ability to clearly articulate ideas and feedback constructively.
  • Strong attention to detail and exceptional organizational skills.
  • Associates degree preferred.
  • Ability to type quickly with a high level of accuracy.
  • Experience in database management preferred.
  • Ability to remain calm and firm during conflict.
  • Ability to work in a fast-paced environment with shifting priorities.
  • Ability to recognize and maintain confidential situations and data.
  • Legal authorization to work in the United States without sponsorship.
  • Flexibility to work periodic nights and weekends as required for ministry operations.
  • Home internet bandwidth strong enough to support video conferencing and other job-related responsibilities is required.
  • Commitment to the values and mission of the organization and ending the global water crisis.
  • Domestic and international travel may be expected up to 10%.

Other details

  • Pay Type Salary