Client Service and Site Access Coordinator (Front Desk)

Tasks Unlimited

Minneapolis, MN

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JOB DETAILS

SALARY

$26–$28.50 Per Hour

SKILLS

Administrative Skills, Billing, Communication Skills, Communications Protocols, Community and Social Services, Computer Skills, Computer Software, Corporate Compliance, Corporate Policies, Customer Satisfaction, Customer Support/Service, Customer/Client Research, Deductive Reasoning, Detail Oriented, Documentation, E Programming Language, Establish Priorities, Insurance, Leadership, Mail Processing, Medical Assistance, Multitasking, Organizational Skills, Personal Care, Physical Demands, Presentation/Verbal Skills, Problem Solving Skills, Quality Metrics, Service Delivery, Social Work, Speech Recognition, Telephone Skills, Time Management, Word Processing, Writing Skills

LOCATION

Minneapolis, MN

POSTED

3 days ago

Employees are encouraged to bring their authentic, original, and best selves to work. We'll never discriminate against anyone's background or creed. If you're good at what you do, we want you to do it at Tasks Unlimited.

This position qualifies for a $2,000 new hire bonus!

Position Summary
The Client Service & Site Access Coordinator performs duties related to client services, front desk operations, and site access at our primary office location. This position greets and checks in visitors, answers phones, supports staff and service teams, coordinates communication between clients and internal departments, and helps maintain a safe, orderly, and welcoming front desk environment. The role includes monitoring entry to the site, following visitor procedures, responding appropriately to disruptive behavior, and communicating concerns to leadership in accordance with agency practices. The ability to work in a fast-paced environment, manage multiple competing priorities, and shift gears as needed is essential.

Most duties in this position are performed within established guidelines, with regular assignments and deadlines. In collaboration with a moderate number of internal and external contacts and support partners, this position helps ensure the effectiveness and compliance of Tasks Unlimited’s office operations.

This position is scheduled onsite during standard daytime business hours, with flexibility as operational needs permit.

Essential Job Functions
Facilitation, coordination, tracking, processing, and general office assistance (100%)

Answer phones and direct callers to the appropriate service team or staff member, or directly and appropriately address the caller's needs
Warmly greet and welcome clients and visitors upon arrival and sign them in
Monitor the front entrance and lobby area and manage access to the site in accordance with agency procedures
Determine whether visitors may enter based on business purpose, prior direction, and established office protocols, and communicate limits respectfully and professionally
Respond calmly and appropriately to disruptive, escalated, or unauthorized individuals at the front desk and promptly involve leadership or additional support when needed
Obtain information from clients, including changes in insurance information, photo identification, and other necessary data
Coordinate with clients and other parties to gather admission paperwork and required forms, as well as provide policies, service information, and legally required documents as needed
Upload and enter documentation into our Electronic Health System and Client Database
Promote, support, and maintain a tidy and organized office and front desk area
Reach out to clients with reminders of upcoming appointments and events, as well as to coordinate completion of required and/or missing paperwork
Act as back-up with office mail, fax tracking, and distribution during staff vacations and absences
Collaborate with teams and staff to ensure smooth operations and excellent service delivery
Assist management with special projects

Physical Requirements
Physical Demand
Frequency/Requirement

Sit
Frequently

Stand
Occasionally

Walk
Occasionally

Reach with hands and arms
Occasionally

Stoop, kneel, or crouch
Occasionally

Lift and carry
Up to 25 pounds occasionally

Communicate effectively in person and by telephone
Frequently

Use hands for typing and general computer work
Frequently

Work Environment and Equipment
Work is performed primarily in an office setting. Regular use of standard office equipment is required, including a computer, telephone, copier, and printer. This position may also require use internal databases and Microsoft Office applications.

Direct Reports
None

Qualifications
Education and Experience
Required

Proven experience in a front desk, receptionist, client services, or similar public-facing role.
Strong organizational skills with the ability to prioritize tasks effectively.
Proficiency in phone systems and computer software, with a high level of computer literacy.
Excellent time management skills to handle varied responsibilities efficiently.
Strong communication skills, both verbal and written, with attention to detail.
Ability to maintain a professional demeanor, exercise sound judgment, and serve as a positive forward-facing representative of Tasks.
Ability to set clear boundaries, follow visitor procedures, and respond appropriately to challenging or escalated situations.
General understanding of mental illness or experience interacting with unhoused individuals.
Maintain confidentiality of sensitive information in compliance with company policies.

Preferred

Experience working with diverse populations in a clinical or social services setting.
Experience handling billing and insurance processes is a big plus.

Knowledge Areas

Clerical – Administrative and clerical procedures and systems such as word processing, files and records, designing forms, and other office procedures and terminology
Customer and personal service –Principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

Key Skills

Critical thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
Speaking – Talking to others to convey information effectively
Active learning – Understanding the implications of new information for both current and future problem-solving and decision-making
Time management – Managing one’s own time and the time of others
Conflict de-escalation – Ability to remain calm, set limits respectfully, and respond appropriately in tense or disruptive situations

Key Abilities

Oral comprehension – The ability to listen to and understand information and ideas presented through spoken words and sentences
Oral expression – The ability to communicate information and ideas in speaking so others will understand
Written comprehension - The ability to read and understand information and ideas presented in writing
Deductive reasoning – The ability to apply general rules to specific problems to produce answers that make sense
Speech recognition – The ability to identify and understand the speech of another person
Assisting and caring for others – Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers or patients
Flexibility – Ability to work a flexible schedule
Professionalism – Maintaining appropriate professional boundaries
Number facility – The ability to add, subtract, multiply, or divide quickly and correctly.

Anticipated Pay Range
$26 - $28.50 per hourTasks Unlimited has always been, and always will be, an Equal Opportunity Employer with a commitment to a diverse and inclusive workplace. Tasks does not discriminate on the basis of any status protected by applicable federal, state, or local law. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Tasks will provide reasonable accommodation to applicants with physical and mental disabilities; we are a drug-free workplace. Tasks participates in the E-Verify program for all applicants.

About the Company

Tasks Unlimited

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