Bilingual Front Office Coordinator - IPS
Job details
- Location
- Nashville, Tennessee
- Work type
- Onsite
- Posted
- Apr 28, 2026
- Apply on
- fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com
About this role
The Bilingual Front Office Coordinator serves as the primary point of contact for all visitors and clients of the Tennessee Language Center. This role provides essential administrative and customer service support, including managing incoming calls, emails, mail, and in‑person inquiries. Key responsibilities include processing payments, performing daily cash and credit card reconciliations, distributing communications to program staff, and assisting with general administrative tasks.
In addition to front‑office duties, this position supports daily operations by coordinating room scheduling, maintaining office supplies, assisting with event planning and execution, and serving as the liaison for building maintenance and the IPS training facility. The coordinator also plays a key role in workplace safety by acting as the office safety warden and accounting for staff and visitors during evacuations.
Responsibilities
Front Desk - Reception
• Receive and distribute phone calls and email inquiries to the appropriate department.
• Greet and assist walk-in clients and visitors, processing payments for services when needed.
• Monitor staff schedule daily to coordinate program coverage by phone and in-person..
Office Management
• Oversee daily office operations, including supply inventory, ordering, workspace upkeep, and maintaining required compliance signage.
• Coordinate meeting and event logistics such as room scheduling, setup, catering, coffee service, and on site event support.
• Serve as the primary liaison for building maintenance, IPS training facility staff, and vendors, addressing facility, storage, and weather related issues.
• Manage office processes including postage machine oversight, employee recognition activities, and general support for a well functioning workplace.
Administrative Support
• Process financial and administrative transactions, including daily cash audits, verifying ledgers, and managing supply orders.
• Maintain accurate data for fee waivers, collaboration programs, and performance reporting.
• Support Business Manager with tasks as assigned.
Qualifications
Required Qualifications
• Education: High school diploma / GED
• Experience: 3+ years in an office setting working with a variety of disciplines in an administrative capacity
• Knowledge, Skills, Abilities:
- Fluency in English and Spanish; capable of facilitating and managing multicultural/multilingual activities
- Ability to work independently and without direct supervision
- Ability to multi-task, including the use of multiple databases and MS-Office suite
- Effective organizational skills
- Efficient oral and written communication skills with multiple stakeholders
- Ability to develop rapport with multicultural staff and contractors
- Commitment to quality and integrity
Preferred Qualifications
• Education: Bachelor’s degree
• Experience: CPS/CAP certification
Knowledge, Skills, Abilities:
- Demonstrated effective written and verbal communication with exceptional listening skills
- General accounting knowledg
- Ability to use available resources for problem solving and staff support
- Ability to understand and follow operating procedures, institute hierarchy, and relevant UT policies
Work Location:
Location: Nashville, TN
The Institute for Public Service (IPS) supports a formal Alternative Work Arrangement program currently in place and more information can be provided if candidate progresses through the recruitment process.
Benefits
• Find more information on UT Benefits here
Application Instructions
To express interest, please submit an application with the noted below attachments. To be assured of full consideration, completed applications with all requested materials should be submitted on or before May 7, 2026.
• Resume
• Cover Letter
• List of 3 Professional References
About The College/Department/Division
The UT Institute for Public Service provides outreach and assistance to all of Tennessee. Through our agencies and initiatives, we offer technical assistance, training, and consulting on a wide variety of services, including government operations, language services, local planning, law enforcement excellence, leadership training, manufacturing excellence, opioid abatement and much more.