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POSITION TITLE:               Office Coordinator/Receptionist

REPORTS TO:                    Director of Finance & Administration

DIVISION:                             Operations



Agency Result - The Rockford Area Convention & Visitors Bureau exists for the Rockford Area to derive maximum benefit from its Hospitality Industry.

Team Result – To deliver excellent customer service, externally and internally, and to be an internal customer service resource.

Position Statement – Provides customer service and administrative support to staff.


ESSENTIAL FUNCTIONS include the following:


As Information Technology Coordinator:

  • Provide server administration (new users, login, passwords, etc.)
  • Resolve day to day PC and printer issues with guidance and assistance from IT service provider as necessary
  • Maintain relationship with and schedule services with IT service provider
  • Maintain phone system through day-to-day system management (problems, new users, phone list updates, speed dials, holiday recordings)
  • Maintain copiers and schedule repairs as necessary
  • Provide office training on phone system, copiers, computer software and peripherals, and other equipment


As Receptionist:

  • Perform basic reception desk duties as outlined in the front desk receptionist manual
  • Process and distribute in-coming and out-going mail and packages (UPS, FedEx etc.)
  • Track visitor inquiries by entering inquiries into Excel and Simpleview
  • Mail out visitors’ requests for information
  • Ensure receptionist area and all common areas are clean, including meeting rooms and kitchen, at beginning and end of day
  • Maintain calendars for meeting rooms in Outlook
  • Prepare for internal and external meetings by stocking meeting rooms with beverages, setting up electronic equipment, and other prep as necessary.
  • Clean up meeting rooms after meetings are over, such as putting away food and beverages, electronic equipment
  • Maintain brochure racks, kiosks and posting board in the reception area by filling and straightening racks, removing dated materials and ordering brochures as necessary
  • Maintain a current knowledge base of regional activities by reading current travel magazines and incoming information
  • Stock and sell souvenir items to customers and monitor souvenir inventory
  • Receive requests for donations of gifts baskets and bags, send response to requestors, fill donation requests for gift baskets and bags
  • Order supplies for gift baskets
  • Maintain list and shop for office and kitchen supplies to restock inventory.
  • Provide support to office staff when needed
  • Other duties as assigned


As Office/Building Coordinator:

  • Communicate operational policies and procedures as necessary
  • Assist with scheduling day-to-day maintenance of the building and grounds
  • Maintain inventories of office and kitchen supplies to ensure smooth office operations
  • Coordinate the ordering, purchasing and delivery of supplies to the office
  • Assist with the purchase of office equipment, services and maintenance agreements


As Administrative Assistant:

  • Schedule staff orientation and maintain supply of orientation manuals
  • Update employee manuals as necessary
  • Maintain standardization of templates for memos, letters/stationery, etc.
  • Provide administrative support to Executive team
  • Create nametags for new staff, volunteers, interns, volunteers & outside contractors
  • Maintain emergency contact data sheets



  • Customers                      
  • Vendors
  • Destination Partners
  • Community Leaders



  • Willingness to embrace and adhere to RACVB standards and corporate culture.
  • Willingness to work well in a fast-paced, team environment.
  • Work hours as agreed and giving advance notice of any necessary schedule changes.
  • Dress appropriately for a professional office environment.
  • Attend meetings as necessary.
  • Possess strong interpersonal skills allowing for success in a team environment.
  • Ability to effectively present information and respond to questions from the public.
  • Ability to interact with a variety of individuals within and outside of the RACVB.
  • Ability to deal with and solve practical problems.
  • Capable of simultaneously managing multiple priorities while meeting deadlines.
  • Ability to write reports, business correspondence, and procedure manuals.
  • Proficient with computer software knowledge a must – Microsoft Office Suite, Outlook, Simpleview, Square Point of Purchase, etc.



High School diploma or GED required. Previous Receptionist/Customer Service experience with knowledge of the Rockford Region attributes, venues, hotels and attractions.


Submit cover letter, resume and salary requirements to:


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