Front Desk Administrator

The Front Desk Administrator position serves as Zoot's first impression to visitors, clients, and other guests entering the building or contacting the business, as well as providing excellent hospitality services through our on-site Coffee Bar and Kitchen.

The position performs a wide range of customer service, administrative, and hospitality tasks, including daily operation of the Coffee Bar (making espresso drinks, processing receipts, ordering/purchasing supplies), setting up hospitality throughout the building for meetings and trainings, coordinating with the Kitchen staff for catering needs (lunches, refreshments), administrative tasks, managing coffee in the kitchenettes throughout the building, and assisting with company-wide events (set up, hospitality, visitor management). This position is part of the Administration team and provides some administrative support for the department and, at times, administrative support for parts of the company.

The Front Desk Administrator position requires a person who can provide a high level of customer service at all times, self-initiative, and regular management of changing priorities.

For over 30 years, Zoot Enterprises has been a global provider of advanced origination, acquisition, and decision management solutions. Our customer-centric tools and services enable Zoot's clients to add value and differentiation, while providing nimble, scalable solutions for specific business objectives. Zoot provides a cloud based, secure processing environment. We offer tailored data driven decisioning technology solutions that empower our clients to streamline processes, increase flexibility and efficiency, accelerate growth, while accessing hundreds of cutting edge data sources to help reduce risk.

Essential Job Functions

• Perform barista duties, including, but not limited to: making drinks, ordering and maintaining supplies, creating coffee cards, performing daily and weekly cleanup, and balancing the cash drawer daily.
• Manage the Zoot Hospitality request process for internal and external meetings, ensure hospitality items and food are ordered and set up, coordinate with kitchen to schedule catered meals, and handle set up of hospitality throughout the building.
• Place supply orders through FSA and make periodic trips to local stores, like Costco, to purchase supplies. Obtain supplies, food, and/or drinks for company-wide events, like Coffee Talk.
• Maintain satellite kitchenettes, including restocking coffee.
• Serve as the point of contact for office equipment issues and schedule maintenance if needed.
• Provide analysis of revenue and expenses to determine appropriate prices and evaluate demand for certain items.
• Plan and set up for company-wide events, including Coffee Talks, Huddles, and Town Halls.
• Manage Coffee Talk requests and calendar.
• Serve as the initial backup for the Front Desk Security Coordinator position - primarily performing open/close procedures, answering phones, and basic visitor security.
• Compliance with and knowledge of Zoot's Policies and Procedures, Code of Business Conduct, and Employee Agreement.
• Achieve a service-focused culture with emphasis on delivering on-time, high-quality products and services to internal and external customers.
• Work independently on special, non-recurring and ongoing administrative projects as assigned.
• Handle Confidential and non-routine information.
• Other duties as assigned - it is understood that this list of major duties and responsibilities is not an inclusive list and that other duties and responsibilities, which may include helping others in the same or different departments, may be assigned by supervision.

Core Competencies Required

Job Specific:

• Communication (Oral/Verbal) - Demonstrates the ability to convey thoughts and express ideas effectively using speech in individual or group situations; conveys and presents information appropriately for the needs of various audience groups.
• Communication (Written) - Communicates clearly and effectively in writing as appropriate for the needs of various audience groups; able to get messages across that have the desired effect.
• Compassion and Empathy - Genuinely cares about people; shows concern for work and non-work problems; willing to help; demonstrates genuine understanding of the positive and negative situations of others.
• Composure - Able to maintain a rational and objective demeanor when faced with stressful or emotional situations; makes emotional and physical changes to manage, control, and reduce tension in trying situations; handles pressure and/or stress effectively and does not become defensive or irritated; professional maturity; not derailed by obstacles or rejection.
• Creativity and Innovation - Able to come up with unusual or clever ideas to solve a given problem or situation; develops creative ways to solve a problem and implements unusual and unprecedented solutions, processes, methods, systems, products, or services.
• Dealing with Ambiguity - Able to cope with change; versatile; can shift gears as priorities or business needs change; able to act without having all of the answers; doesn't get frustrated when things are ambiguous; able to move on if situation necessitates it, even if other tasks/projects aren't complete; able to balance acting with uncertainty with risk.
• Detail Oriented - Able to achieve thoroughness and accuracy when accomplishing a task, while showing concern for all areas involved; follows policies and procedures to accomplish the task.
• Planning - Accurately scopes out length and difficulty of tasks and projects; sets objectives and goals; breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and obstacles; able to set priorities for self and others, based on project needs and organizational goals.
• Process Oriented - Able to determine the processes necessary to accomplish tasks; utilizes existing processes effectively; knows how to organize or combine tasks that align with processes to make workflow efficient; looks to improve existing processes when appropriate.

Quality Focused - Approaches tasks with attention to detail and a desire to get it right; reviews planning or requirements documents to ensure a thorough understanding of the deliverable; asks questions if uncertain; seeks feedback from others and isn't defensive in receiving it.

Company Competencies

• Accountability - Takes responsibility for tasks and projects as assigned; holds self and others accountable for high quality, timely, and cost-effective results; accepts responsibility for mistakes.
• Action Oriented, Initiative - Works hard every day, self-motivated; energized by both tasks expected of the role and new or challenging projects; willing to act even with minimal planning, however, doesn't act carelessly and takes responsibility for actions, whether end result is positive or negative; moves on to the next task or project without being asked or seeks out additional ways to help.
• Communication (General) - Effective with the form(s) of communication that are applicable to a given role (oral, presentation, written); able to e detailed enough to show that the right work was done, yet succinct enough to effectively communicate data, opinions, or findings.
• Critical Thinking - Uses logical, strategic, analytical, reasoning to identify the strengths and weaknesses of a given situation and possible solutions, conclusions or approaches to problems; able to think outside the box to generate possible solutions.
• Customer Focused, Service Oriented - Actively works to meet the expectations, requirements, or needs of internal and external customers; understands who their customer is; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
• Development Focused - Knows or is able to recognize personal strengths and weaknesses, opportunities, and limits; learns from mistakes; receptive to sharing one's own shortcomings with others; is comfortable with balanced performance reviews (both positives and areas to improve) and honest professional development and career discussions.
• Integrity and Trust - Widely trusted across the organization; seen as a direct, truthful individual; maintains confidentiality as required; admits mistakes; doesn't misrepresent themselves or the facts for personal gain.
• Listening - Practices attentive and active listening; has the patience and ability to hear people out; able to accurately restate the opinions of others to validate understanding, even if there is disagreement.
• Mentoring - Able to effectively share knowledge and insight with others so that they can accomplish tasks, achieve goals, and enhance skills.
• Organization and Time Management - Able to manage multiple projects or tasks and adapt to changing priorities; effective and efficient with own time; able to bring resources (e.g. people, materials, processes, budget) together to get things done and uses them effectively; shows up on time and respects the time of others.
• Problem Solving - Willing to solve difficult problems with effective solutions; examines all angles and sources before developing a solution; looks beyond easy solutions and doesn't stop at the first answer; able to uncover or anticipate hidden problems; provides honest analysis, even if the answer isn't what people want to hear.
• Professionalism - Easy to approach and talk to; able to put others at ease, either naturally or due to self-awareness to adjust; warm, pleasant, and gracious; sensitive to and patient with the personalities of others; builds rapport by making people feel comfortable; works well with others; is seen as a team player and is cooperative; easily gains trust and support of peers; encourages collaboration; able to be candid with peers; solves problems in a way that minimizes negative impacts to others.
• Technical Aptitude - Has the functional and technical knowledge and skills to perform a job's duties at a high level of accomplishment.
• Working with Existing Tools - Able to leverage current tools, services, process, and procedures to accomplish tasks; seeks additional understanding of existing processes and procedures; finds ways to improve upon existing options before proposing or exploring new options.

Education, Training, and Experience Requirements

This position requires:

High School Diploma

Years of Experience 2+ years of experience in a customer-service or food-service position. Demonstrated experience providing excellent customer service in a demanding environment. Working knowledge of proper food storage and handling techniques.

Or, an equal combination of education and experience.

Physical Requirements

• All positions at Zoot require the ability to move about inside an office environment that includes the operation of computers and other office productivity machinery and frequently communicates with other employees, clients, vendors, and visitors.
• This position specifically requires:
• Frequent periods of standing at counter, and frequently moving back and forth between a computer workstation and food service area.
• Frequent movement around the building.
• The ability to quickly move hands, wrists and arms to grasp, manipulate, or assemble objects, in order to create beverages at Coffee Bar.
• Use of a computer for portions of the day.
• Occasionally lifting, pushing and pulling 40+ lbs.

Working Conditions

• This position will take place primarily in an office and light commercial kitchen setting.
• This position will have exposure to short, but frequent periods of noise when operating the espresso grinder and machine.

Work Hours and Location

• It is expected that exempt employees, and specifically this position, regularly and consistently report to work on-site, at Zoot headquarters, during normal business hours.
• This position will require travel 0% of the time, although the position is expected to drive locally to purchase supplies.