Administrative Assistant / Reception & Rentals

West Chester Community Center • West Chester, PA • 1h ago

Overview

The Administrative Assistant serves as the front-facing administrative role and is responsible for managing communication, coordinating all rentals, and supporting revenue-generating activities including events and programming. This role is critical to increasing revenue by ensuring timely responses, professional communication, and strong conversion of inquiries into confirmed bookings. Reports to Operations Manager.

Core Responsibilities:

A. Rental Inquiry Management (PRIMARY RESPONSIBILITY)

Manage all rental inquiries (phone and email)

Respond promptly (same day whenever possible)

Provide pricing, availability, and rental options

Execute rental agreements

Track inquiries and follow-ups to ensure conversion

Schedule walkthroughs

Maintain primary rental calendar

B. Front Desk & Communication

A. Answer phones and respond to all general inquiries

B. Monitor building entry and greet visitors

C. Manage and respond to general email inbox

D. Serve as first point of contact for community members and partners

C. Rental Coordination & Execution

Coordinate all rental logistics in advance

Ensure all required documents and payments are received

Ensure all vendor and caterer requirements are met, including:

One day event insurance (when needed)

Certificate of insurance (COI)

Liquor liability coverage

Certified bartenders

D. Communicate finalized event details internally to:

Operations Manager

Facilities Coordinator

Childcare/program staff

E. Birthday Parties & Program Coordination

Serve as primary contact for birthday parties, family events, and Parent Night Out

Provide clear information on packages, pricing, and event structure

Schedule events and ensure deposits and agreements are completed

Coordinate staffing and logistics with operations and childcare teams

Track bookings as a revenue stream

F. Donor & Development Support

Maintain donor and partner contact records

Assist with tracking donations, pledges, and acknowledgments

Prepare and send thank-you letters and donor communications

Support logistics for fundraising events and outreach

Maintain organized files for grants, proposals, and reports

Provide administrative support for development effort

G. Administrative Support

Provide administrative support to the Operations Manager

Assist with scheduling, document preparation, and filing

Maintain organized office systems and supplies

VII. Reporting & Accountability

A .Submit weekly report including:

Rental inquiries

Bookings

Revenue activity

Outstanding follow-ups

B. Maintain tracking systems for rentals and events

C. Attend leadership meetings as requested

VIII. Other duties may be assigned by mutual agreement.

Requirements

Proven office experience with strong organizational skills and attention to detail.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.

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