Front Office Assistant (Bilingual)

CAP Tulsa is a nonprofit organization dedicated to providing quality early childhood education and family support services to children and families in the Tulsa community. With a strong commitment to fostering a safe, supportive, and nurturing environment, CAP Tulsa offers programs that promote each child's healthy development and well-being. Established as a vital resource in the community, the organization prioritizes inclusivity, respect, and robust support networks, striving to meet the diverse needs of families and children through education, outreach, and comprehensive care. The team at CAP Tulsa is passionate about making a positive impact, and the organization is widely recognized for its dedication to helping families achieve self-sufficiency and success through accessible and high-quality early childhood programs.

The role of Front Office Assistant at CAP Tulsa is critical as it serves as the first point of contact for clients, visitors, and agency personnel. This position demands a friendly yet firm demeanor, punctuality, composure, and strong relationship-building skills. The Front Office Assistant performs a blend of receptionist, clerical, and administrative duties within the Admissions & Recruitment department as well as the broader agency. This role involves routine decision-making within established guidelines and requires the ability to troubleshoot minor issues by selecting solutions from known alternatives. Day-to-day, this position provides essential customer service, managing incoming communications, engaging with diverse stakeholders, and supporting operational processes that keep the office running smoothly.

The Front Office Assistant is responsible for managing reception duties such as greeting visitors and clients professionally, handling incoming phone calls, forwarding messages accurately, and maintaining confidentiality of sensitive information. Additionally, the role involves assisting with client inquiries about agency services, referral information, and application processes for CAP Tulsa’s Early Childhood Program. The position includes clerical support for the Admissions & Recruitment Department, such as data entry, preparing labels for application files, ordering office supplies, and budgeting tasks. The Assistant also ensures security procedures are followed by monitoring visitor logs and issuing badges, maintaining a clean and safe reception area, and managing conference room scheduling.

This position is generally an in-person role requiring regular attendance at the assigned work site. However, there may be occasional opportunities for temporary remote work based on business necessities, weather conditions, or special projects. Physical demands include standing, walking, bending, lifting light to moderate objects, and maintaining focus under deadlines. As such, the ideal candidate must be adaptable, detail-oriented, and able to handle multiple tasks efficiently while maintaining a professional and helpful demeanor.

Salary details are not specified but would typically align with nonprofit sector standards and local market rates for administrative roles. CAP Tulsa values employees who are bilingual in English and Spanish, demonstrating an ability to communicate effectively across diverse communities. Additionally, experience in social event planning is a plus, reflecting the organization’s community-oriented and collaborative culture. Ultimately, the Front Office Assistant plays a pivotal role in facilitating communication, supporting the admissions process, and helping to create an inviting and organized atmosphere for families and staff at CAP Tulsa.