Reception and Partner Services Coordinator

Who is Water Mission?

Water Mission is a Christian engineering nonprofit that builds safe water solutions for people in developing countries, refugee camps, and disaster areas. Since 2001, Water Mission has served more than 8 million people in 60 countries, sharing safe water and the message of God’s love. Working at Water Mission is as much a calling as it is a career, and we are searching for people with the courage, passion, and drive to help us change the world. Read more about our Statement of Faith and Our Christian Mission.

What is the Opportunity?

The Reception and Partner Services Coordinator plays a vital role in representing Water Mission to a broad audience of guests and partners through warm hospitality, a heart of service, and clear and efficient communication. This role is responsible for executing high-quality hospitality and communication while assisting with daily gift processing and providing administrative support in managing constituent records, mailings, and other activities. This is a full-time position reporting to the Partner Services Manager and will be located at the Water Mission headquarters in North Charleston, SC. 

A successful Reception and Partner Services Coordinator will:

General Duties 

• Maintain a strong Christian witness and model servant leadership to colleagues, partners, the communities we serve, and the public.
• Engage and participate in prayer before and after team meetings.
• Lead and participate in biblically based staff devotions.
• Maintain high-level knowledge of Water Mission’s organizational objectives, programmatic strategies, projects, and activities. Stay informed of local, regional, national, and global news and issues to support the organization effectively.
• Provide general administrative support for the Partner Services functions, as needed, including letter preparation for major constituent mailings and other similar needs.
• Represent and support the ministry at special events as needed. 

Reception Duties 

• Ensure volunteers, delivery personnel, and all guests feel welcomed and valued with a positive, professional demeanor and ensure they are directed to the appropriate person or area. Serve as the receptionist during standard office hours 
• In coordination with the Partner Services Manager, always ensure coverage of the front desk.
• Assist with scheduling and training of administrative volunteers as needed.
• Monitor and maintain office supply inventory in a way that ensures an adequate supply of items necessary for efficient office operations.
• Serve as the primary point of contact for any front office needs.
• Maintain the front office entrance and reception area to create a clean, welcoming, and organized space.
• Maintain a safe environment for staff, guests, and volunteers using the secure entry system with proper documentation and identification for each person who enters the Water Mission headquarters. Receive and distribute incoming small packages to appropriate recipients.
• Ensure the postage meter is loaded with funds, and that necessary postage supplies are stocked.
• Assist with the packaging of small SWAG/rental/collateral deliveries and place all outgoing mail in the appropriate location for shipping prior to pick-up.
• Answer all incoming phone calls and inquiry emails with professionalism, clarity, and courtesy. Route calls and emails to appropriate staff members as needed. Make outbound calls to our partners when clarification is needed for a gift or if further follow-up is required. Ensure necessary information is recorded in the CRM in a timely and accurate manner.
• Assist external stakeholders with website navigation, financial transactions, account maintenance, and problem resolution in a warm and timely manner.
• Ensure proper routing of incoming mail to Water Mission staff, and delivery of outgoing mail to the post office via appropriate team members daily.
• Ensure voicemail greetings for the general mailbox are recorded appropriately for holidays/office closings and prepare signage for the front door. Collaborate with the Communications team to ensure the greetings are current and situationally appropriate.
• Manage incoming correspondence through our general information and gift inboxes by documenting within the CRM, responding, and/or routing communication appropriately.
• Coordinate incoming tour requests with the appropriate team members and notify them of any potential new opportunities.
• Meet the ministry’s standards for professionalism, timeliness, and accuracy while setting the precedent for volunteers and other staff.
• Ensure all applicable front desk SOPs are updated, approved, and released as procedures change.
• Assist volunteers with the proper check-in process as they share their time, talent, treasure, and influence. 

Partner Services Coordinator Duties 

• Handle merchandise transactions and follow appropriate procedures to batch appropriately.
• Create incoming check and cash donation batches, run tribute reports, and mail tribute cards.
• Create and update constituent records in CRM as needed.
• Assist with executing daily gift processing in coordination with the Partner Services and Accounting teams.
• Assist with the CRM and Volunteer system alignment to ensure all new volunteers and volunteer hours served are properly recorded. Provide administrative support to ensure visitor, volunteer, and partner information is captured and recorded in the CRM.
• Support the Operations & Services team in major donor mailings, such as New Donor Packets, Year-End Statements, and Partner Christmas Honor cards throughout the year. 

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.
• Commitment to excellence in work.
• Two or more years of experience in administrative support.
• Experience with multi-line phone systems (or the aptitude to learn quickly).
• Proficiency in Microsoft Office software, especially Word, Excel, PowerPoint, and Outlook.
• Strong internal and external customer service focus and follow-through.
• Excellent written and verbal communication skills, including the ability to clearly articulate ideas and provide constructive feedback.
• Strong attention to detail and exceptional organizational skills.
• Associate’s degree preferred.
• Ability to type quickly with a high level of accuracy.
• Experience in database management preferred.
• Ability to remain calm and firm during conflict.
• Ability to work in a fast-paced environment with shifting priorities.
• Ability to remain seated at a workstation and operate a computer and phone for extended periods, with or without reasonable accommodation.
• Ability to lift and move items weighing up to approximately 35 pounds, with or without reasonable accommodation.
• Legal authorization to work in the United States without sponsorship.
• Flexibility to work periodic nights and weekends as required for ministry operations.
• Commitment to the values and mission of the organization and ending the global water crisis.
• Domestic and international travel may be expected up to 10%.