Office Administrator

Omaha, NEFull-time8 hours ago

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Schedule: Monday–Friday, 10:00 a.m.–6:00 p.m.

Position Summary

The Front Desk Administrator serves as the welcoming and professional first point of contact for the Heartland Workers Center. This position plays an important role in creating an organized, welcoming, and safe environment for community members, staff, partners, and visitors.

The ideal candidate is bilingual, highly organized, dependable, comfortable interacting with people from diverse backgrounds, and able to manage multiple responsibilities in a busy community-based organization.

This position combines front desk reception, office coordination, scheduling, safety practices, and general administrative support.

Primary Responsibilities

Front Desk and Community Reception

Serve as the primary point of contact for individuals entering or contacting the HWC office.
Welcome community members, partners, volunteers, vendors, and other visitors in a professional and respectful manner.
Answer and direct incoming phone calls, messages, and general inquiries.
Help community members identify the appropriate HWC staff member, program, or resource for their needs.
Communicate effectively with individuals in both English and Spanish.
Maintain a welcoming reception and waiting area.
Protect the privacy and confidentiality of community members and organizational information.

Office Coordination and Scheduling

Coordinate the use and scheduling of conference rooms, classrooms, and other shared spaces.
Maintain calendars for meeting rooms and help prevent scheduling conflicts.
Prepare meeting rooms for staff meetings, community meetings, workshops, and other activities.
Help ensure shared spaces are organized, clean and ready for use.
Communicate with staff regarding visitors, appointments, room reservations, and office needs.

Office Safety and Security

Support and consistently follow HWC's established office safety practices and procedures.
Monitor entry into the office and help ensure visitors follow appropriate check-in procedures.
Maintain awareness of who is entering and using HWC spaces.
Respond calmly and appropriately when unexpected situations arise.
Immediately communicate safety or security concerns to appropriate staff.
Participate in staff training related to office safety, emergency procedures, and organizational protocols.
Help ensure supplies are stocked for daily office operations and needs.
Help create an environment where community members and staff feel welcomed while maintaining appropriate safety boundaries.

Administrative and Operational Support

Pick up, receive, sort, and distribute organizational mail.
Receive and organize deliveries, including office and Amazon orders.
Monitor office supplies and communicate purchasing or restocking needs.
Assist with copying, printing, scanning, filing, and document organization.
Support preparation of materials for meetings, workshops, trainings, and community events.
Maintain organized administrative records and shared office systems.
Assist staff with routine administrative and logistical needs.
Act as point of contact with building administration for general safety, maintenance and updates.
Take responsibility for selected administrative duties currently handled by other staff as responsibilities transition to this position.

Organizational Support

Participate in staff meetings and organizational activities as appropriate.
Support HWC events, trainings, and community activities when needed.
Demonstrate professionalism, reliability, and good judgment when representing HWC.
Work collaboratively with staff across HWC's programs and departments.
Perform other administrative duties as assigned.

Required Qualifications

Bilingual proficiency in English and Spanish.
Strong interpersonal and communication skills.
Comfortable serving as the public-facing “face of the office.”
Strong organizational and time-management skills.
Ability to manage multiple tasks and priorities throughout the day.
Comfortable answering phones and interacting with community members in person.
Ability to use email, calendars, shared documents, and basic office technology.
Dependable and able to maintain a consistent 10:00 a.m.–6:00 p.m. work schedule.
Ability to maintain confidentiality and exercise good judgment when handling sensitive information.
Ability to follow established safety practices and respond calmly to unexpected situations.

Preferred Qualifications

Previous experience in reception, office administration, customer service, nonprofit work, or a community-based organization.
Experience working with immigrant, worker, Latino, or other underrepresented communities.
Experience coordinating calendars, meeting spaces, or office operations.
Familiarity with Microsoft Office, Google Workspace, or similar office systems.
Demonstrated ability to work effectively in a multicultural and multilingual environment.

Characteristics of a Successful Candidate

The successful Front Desk Administrator will be:

Welcoming and approachable
Organized and detail-oriented
Dependable and punctual
Calm under pressure
Comfortable setting and maintaining appropriate boundaries
Able to take initiative and solve routine problems independently
Respectful of confidentiality
Collaborative and willing to support the broader team
Committed to treating every person who enters HWC with dignity and respect

About Heartland Workers Center

The Heartland Workers Center develops and organizes leaders, promotes workers' rights, and fosters a culture of civic engagement that builds power and creates change with immigrant and underrepresented communities.

The Front Desk Administrator is often the first person community members encounter when they come to HWC. For that reason, this position is more than an administrative role. It helps establish the culture of the office and ensures that people entering HWC experience an environment that is organized, respectful, welcoming, and safe.