Receptionist & Client Services Coordinator

ABOUT SOUTHWEST OPTIONS FOR WOMEN

SouthWest Options for Women is a life-affirming pregnancy resource center serving women and families throughout the southwest Twin Cities metro area. Our mission is to provide compassionate care, practical support, and hope to women facing pregnancy-related decisions.

Through our medical clinic and Haven programs, we offer pregnancy testing, limited ultrasounds, client advocacy, education, mentoring, material support, reproductive recovery services, fatherhood programs, and community resources designed to empower women and families to thrive.

At SouthWest Options for Women, we believe that Every Heartbeat Matters, and we are committed to serving each client with dignity, compassion, and excellence.

POSITION SUMMARY

The Receptionist & Client Services Coordinator serves as the first point of contact for clients, donors, volunteers, church partners, and community members. This position plays a vital role in creating a warm, welcoming, and professional environment while supporting the daily operations of both the clinic and administrative offices.

Because this role serves as the first impression of SouthWest Options for Women, the ideal candidate will demonstrate exceptional hospitality, professionalism, and a heart for serving women and families.

The ideal candidate is compassionate, highly organized, technologically proficient, and able to manage multiple responsibilities while maintaining professionalism, confidentiality, and a servant-hearted attitude. This position requires excellent interpersonal skills, strong administrative abilities, and confidence using Microsoft Office applications daily.

KEY RESPONSIBILITIES

• Welcome clients, donors, volunteers, and visitors with warmth, professionalism, and compassion.
• Answer and direct incoming phone calls in a courteous and efficient manner.
• Assist clients with appointment scheduling, confirmations, and general inquiries.
• Support client check-in and intake processes.
• Maintain a clean, organized, and welcoming reception area.
• Provide information regarding services, programs, and community resources as appropriate.
• Ensure all visitors experience a positive and professional first impression of the organization.
• Administrative Support
• Prepare, edit, and format documents, spreadsheets, reports, correspondence, and presentations.
• Assist with data entry, filing, record management, and administrative projects.
• Process incoming mail, packages, and deliveries.
• Maintain office supplies and coordinate ordering needs.
• Support donor communications, acknowledgments, and administrative tasks as assigned.
• Assist staff and leadership with special projects and organizational initiatives.
• Operations & Organizational Support
• Coordinate and assist with incoming donation drop-offs and visitor needs.
• Support event preparation, logistics, and administrative follow-up.
• Maintain confidentiality of all client, donor, volunteer, and organizational information.
• Assist with inventory tracking and organizational systems.
• Support clinic and office operations to ensure efficiency and professionalism.

Provide occasional support for evening or weekend events, donor receptions, open houses, fundraising events, and community outreach activities.

Required Qualifications

• High school diploma or equivalent.
• Minimum of two years of receptionist, administrative support, customer service, or related experience.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to prioritize tasks and manage multiple responsibilities simultaneously.
• Strong problem-solving and critical-thinking skills.
• Ability to work independently and as part of a team.
• Commitment to maintaining confidentiality and professionalism.
• Ability to support and uphold the mission, values, and life-affirming philosophy of SouthWest Options for Women.
• Technology Requirements
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Comfort learning scheduling software, client management systems, CRM databases, cloud-based applications, and office technology.
• Strong computer skills and confidence using Microsoft Office applications daily.

Preferred Qualifications

• Experience working in a healthcare, nonprofit, ministry, social services, or client-service environment.
• Experience with scheduling software, CRM systems, or client management platforms (eKyros experience is a plus).
• Experience coordinating volunteers, donors, or community partners.
• Familiarity with event support and administrative project coordination.

Desired Characteristics

• A warm, welcoming, and professional demeanor.
• A heart for serving women and families.
• Exceptional customer service skills.
• Dependability and personal accountability.
• Strong initiative and willingness to learn.
• Flexibility and adaptability in a growing organization.
• A positive attitude and team-oriented mindset.
• The ability to remain calm and professional in busy or emotionally sensitive situations.
• A welcoming, non-judgmental, and compassionate approach when interacting with clients from diverse backgrounds and circumstances.

TO APPLY

Please submit a resume and cover letter.

Kim Bennecke, Executive Director & President:  kim@myswow.org