Summary/Objective
The French Library seeks to hire a highly organized, proactive, and personable Head Receptionist & Office Coordinator to lead the front desk operations and support the smooth functioning of our office environment. This dual-role position is ideal for someone who thrives in a dynamic setting, enjoys multitasking, and has a passion for creating a welcoming and efficient workplace.Founded in 1945, the French Library of Boston, is a 501(c)3, membership-based organization housed in a beautiful French Revival townhouse in Boston’s historic Back Bay. The French Library has three areas of activity: French language education for students of all ages, from children to adults, based on close affiliation with the internationally renowned Alliances Françaises network; French-themed artistic and cultural activities throughout the year, including the annual Bastille Day Celebration; and a library/médiathèque that houses some 32,000 French-language books, periodicals, and electronic media, making it the largest private collection in the U.S.
REPORTS TO
Operations ManagerRESPONSIBILITIES
Reception Management:- Oversee the day-to-day operations of the reception area to ensure a professional and welcoming environment.
- Schedule and coordinate shifts for part-time receptionists to ensure consistent front desk coverage.
- Train, mentor, and supervise part-time reception staff.
- Greet and assist visitors, clients, and staff with professionalism and warmth.
- Manage incoming calls, emails, and deliveries efficiently.
- Manage registrations for classes, cultural and member programs, and other Library events using our database. Process payments and donations made with cash, checks or credit cards.
- Process walk-in membership, book POS sales, and translation services, and the occasional book return/check-out.
- Maintain all shared Reception documents and policies updated, and ensure fluid communication between the various departments and the part-time Reception staff.
- Will be trained as rental host for occasional events.
- Assist other Library departments as requested/necessary.
- Keep first floor neat and orderly.
- Maintain the brochures counters.
- Perform above tasks in both English and French.
Office Coordination:
- Monitor, maintain inventory of, and order general office supplies, toner for printers and copy machines, and kitchen supplies.
- Ensure orderly presentation and cleanliness of office supplies and stationery rooms.
- Ensure common areas are tidy and well-stocked in printed materials.
- Responsible for coffee machine in the lobby and POS purchases of pods.
- Assist Operations Manager with occasional tasks/projects as requested/necessary.
REQUIREMENTS
- Fluency or near-fluency in French and English (oral and written).- Experience with databases, the MS Suite, and POS systems.
- Excellent oral and written communication skills.
- Experience managing a small team or shift scheduling.
- Familiarity with office procurement processes.
QUALIFICATIONS
- High school diploma, GED certificate, college degree preferred.- Proven experience in a receptionist, administrative, or office coordination role.
- Strong leadership and organizational skills.
- Ability to multitask and prioritize in a fast-paced environment.
- A proactive, can-do attitude with attention to detail.
- Previous experience in a non-profit institution.
- Previous experience in a cultural institution.
Expected Hours and compensation
This is a part-time, fixed schedule position (29 hours per week). Anticipated schedule, depending on candidate availability: Tuesdays (4 pm – 9:30 pm), Wednesdays, Thursdays (1:30 pm-9:30 pm), Saturdays (8:30 am-4:00 pm).Salary: $20/hour.
Employee must be authorized to work in the United States.
