Reception and Donor Care Specialist

What is the opportunity?

The Reception and Donor Care Specialist plays a vital role in representing the ministry of Water Mission to a broad audience of guests and partners through warm hospitality, a heart of service, and clear and efficient communication. This role will execute high-quality standards for hospitality and communication that will delight donors, volunteers, and guests. This full-time position is based in Charleston, SC, and reports to the Donor Care Manager.

A successful Reception and Donor Care Specialist will:

1. Represent Water Mission
– Maintain a strong Christian witness to colleagues, donors, volunteers, and the general public
– Maintain a high-level knowledge of Water Mission’s organizational objectives, programmatic strategies, projects, and activities
– Serve as the receptionist during standard office hours of 8 am to 5 pm Eastern Time
– Ensure volunteers, delivery personnel, staff, and all guests feel welcomed and valued
– Maintain a secure environment using the secure entry system and ensure proper documentation and identification for each person who enters Water Mission Headquarters
– Answer all incoming phone calls and inquiry emails with professionalism, clear communication, and courtesy and route calls and emails to appropriate staff members as needed
– Assist guests, donors, and prospective donors with website navigation, financial transactions, account maintenance, and problem resolution in a timely manner and with a relational heart
– Ensure proper routing of incoming and outgoing mail to Post Office via appropriate team members daily, including any FedEx/UPS small packages
– Coordinate incoming tour requests
– Ensure voicemail greetings on the general mailbox are recorded appropriately for holidays/office closings
– Ensure all applicable SOPs are updated, approved, and released as procedures change
– Assist volunteers with the volunteer check-in process within Volunteer Hub, Water Mission’s volunteer management system

2. Support Donor Care
– Manage merchandise displayed at the front desk and lobby and handle transactions of merchandise donations
– Create incoming donation batches, run tribute reports, and mail tribute cards
– Create and update constituent records as needed
– Assist with the execution of daily gift processing in coordination with the Donor Care and Accounting teams
– Assist with system alignment of Raiser’s Edge and Volunteer Hub to ensure all new volunteers and hours served are properly recorded
– Represent the ministry at special events as needed
– Provide additional administrative support to the Donor Care team as needed

3. Assist with Office Coordination (Temporary)
– Oversee organization and maintenance of the office copy room and front desk and ensure standard office supplies are stocked and accessible to volunteers and staff
– Ensure envelopes are stocked and postage meter is loaded with appropriate funds
– Communicate with select office vendors including but not limited to janitorial services, office supply, office equipment repair, and local hotel managers
– Help select and train administrative volunteers to ensure responsibilities are covered with courtesy and excellence
– Provide administrative support to staff as needed included but not limited to: ordering supplies, stuffing letters, preparing outgoing mail and packages, assisting with travel arrangements

What is required?

– Personal and growing relationship with Jesus Christ
– Alignment with Water Mission’s Statement of Faith and core values of Love, Excellence, and Integrity
– BA or BS degree preferred
– 2+ years of experience in administrative work
– Experience with multi-line phone OR the aptitude to learn very quickly
– Proficiency in Microsoft Office software, especially Word, Excel, PowerPoint, and Outlook
– Strong internal and external customer service focus and follow through
– Excellent oral and written communication skills
– Strong attention to detail and exceptional organizational skills
– Typing efficiency
– Experience in database management preferred
– Ability to remain calm and firm in a situation with potential conflict
– Ability to work in a fast-paced environment with shifting priorities
– Ability to work flexible and extended hours during seasonal peaks if requested

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