Position Summary
The Volunteer Relations Coordinator is a warm, people-first presence who builds and strengthens the relationships that keep Prescott Meals on Wheels thriving. This is the person who makes our volunteers feel known, welcomed, and appreciated, and who serves as the friendly face at our front desk for everyone who walks through the door or calls in.
First and foremost, this role exists to make the Volunteer Director’s job easier. Much like a trusted "glue" team member, the Volunteer Relations Coordinator anticipates needs, connects people, follows through on the details, and keeps volunteer relationships humming so the Volunteer Director can focus on the bigger picture. Over time, this role will grow to own the monthly dining room volunteer schedule and the Social Companion Program. During quieter stretches, this person turns their organized, detail-oriented energy toward the office tasks that keep everything running smoothly.
Key Responsibilities
Volunteer Relations (Primary Focus)
- Build genuine, lasting relationships with volunteers, making each one feel welcomed, valued, and connected to our mission.
- Serve as a right hand to the Volunteer Director, anticipating needs and taking tasks off their plate so they can focus on recruitment, placement, and strategy.
- Welcome and assist with onboarding new volunteers, guiding them through their first steps and helping them feel at home from day one.
- Be the friendly point of contact volunteers reach out to with questions, schedule changes, and day-to-day needs.
- Support volunteer communications, reminders, thank-yous, and follow-up so no volunteer relationship falls through the cracks.
- Help coordinate and support office volunteers, offering warm direction and helping them take on meaningful tasks.
Program Coordination
The following programs will be transitioned to this role over time. New coordinators are not expected to take these on independently from day one; the goal is to grow into full ownership with support from the Volunteer Director.
- Build and manage the monthly dining room volunteer schedule, coordinating coverage and keeping volunteers informed and confirmed.
- Coordinate the Social Companion Program, matching volunteers with clients, supporting those relationships, and following up to keep them healthy and consistent.
Front Desk & Hospitality
- Serve as the first point of contact at the front desk, greeting visitors, volunteers, clients, and callers with warmth and a hospitality-first attitude.
- Maintain a tidy, welcoming, and well-stocked front office and reception area.
- Receive and distribute mail, packages, and deliveries.
Volunteer Records & Data Entry
- Maintain volunteer records and filing, both in our CRM (Salesforce) and in physical file folders, keeping information accurate and up to date.
- Perform accurate and timely data entry in Salesforce and other systems.
Support recordkeeping accuracy through careful review and organized filing
Office Support (During Off-Hours)
- When front desk and volunteer activity is quiet, turn attention to the office tasks that keep operations running smoothly.
- Order and organize office supplies, track inventory, and keep shared spaces functional and orderly.
- Maintain organized filing systems so documents are accurate, current, and easy to locate.
- Support scheduling, meeting preparation, and general office logistics.
- Be ready and willing to assist any team member at any time, jumping in wherever help is needed.
Qualifications & Skills
- A warm, outgoing, relationship-driven personality with a genuine hospitality-first approach to people.
- Naturally wired to connect with others and make people feel welcome and valued.
- Exceptional organization and attention to detail.
- Ability to juggle multiple tasks and shifting priorities with a calm, can-do attitude.
- Comfortable with technology, including data entry in a CRM (Salesforce experience a plus) and everyday office software.
- Clear, professional, and friendly written and verbal communication.
- Reliable, trustworthy, and able to handle sensitive information with discretion.
- A team player who takes initiative and enjoys making everyone else's job easier.
- Prior volunteer coordination, customer service, reception, or office experience preferred.
- Must be able to obtain an AZ Finger Print Cleanearance Card
- Clean AZ driving record
Physical & Schedule Requirements
- Regular on-site presence at the Prescott office during business hours.
- Ability to sit or stand at a front desk for extended periods and to lift light office materials as needed.
Prescott Meals on Wheels is an equal opportunity employer. We are committed to building a welcoming, inclusive workplace that reflects
Pay: $19.00 - $22.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
