The New York Genealogical and Biographical Society (NYG&B) seeks a full-time Public Services Coordinator to serve as the primary point of contact for members, researchers, and visitors. This role provides high-quality customer service across multiple channels, supports public-facing services, office operations, and day-to-day administrative workflows, and plays a key role in fostering positive engagement with the NYG&B community. The Public Services Coordinator also oversees core operational functions, including front desk operations, mail and deliveries, and support for the NYG&B store, working closely with staff across departments. This role reports directly to the NYG&B Chief of Staff.
Key Tasks and Responsibilities
Customer Service
- Serve as the primary point of contact for the NYG&B community via shared inboxes, phone inquiries, and in-person interactions.
- Provide phone-based support through the main office extension for purchases, registrations, and general account-related questions.
- Monitor and respond to multiple shared email accounts related to public services, customer support, and general inquiries.
- Provide day-to-day account support within the NYG&B’s CRM, including renewals, account updates, login assistance, database maintenance, store orders, donations, and general account inquiries.
- Support NYG&B Research Services by managing incoming inquiries, coordinating communications, scheduling consultations and meetings, and processing related purchases.
- Assist website users with access issues, and navigation to records, resources, and services.
- Support programs and events by assisting with online and phone registrations.
- Provides assistance to the NYG&B President and CEO and Advancement Team on various projects as needed.
Store Management
- Provide customer service support for NYG&B store operations, including processing and fulfilling orders.
- Assist with product management tasks, including inventory tracking, restocking, applying discounts, sales, and generating sales reports as needed.
Office Operations, Facilities, and Finance
- Welcome and assist guests, volunteers, board members, and program attendees at the front desk, maintaining a professional and welcoming office environment.
- Oversee building and guest access in coordination with NYG&B staff.
- Process incoming mail, including genealogy correspondence, checks, renewals, material donations, invoices, and supply orders.
- Process outgoing mail, including UPS pickups and USPS drop-offs, and ensure timely processing of deliveries.
- Assist with routine financial processing, including preparing and recording daily batch reports for incoming and outgoing transactions.
Qualifications for Role:
- Bachelor’s degree required.
- Minimum of 2-4 years in customer service, front-desk, or constituent-facing role, with responsibility for responding to inquiries in person, by phone, and via email.
- Proven ability to manage multiple communication channels and shared inboxes while maintaining accuracy, professionalism, and timely responses.
- Experience handling transactional or operational tasks, such as order processing, account assistance, scheduling, or records management.
- Ability to manage and prioritize a high volume of requests across multiple functional areas, including customer service, operations, and administrative support.
- Demonstrated attention to detail and accuracy when handling records, orders, financial transactions, or sensitive information.
- Experience with Microsoft Office, SharePoint, Adobe Acrobat, Slack, Shopify, Neon CRM (preferred)
- Ability to troubleshoot basic technical or access issues and guide users through online systems or resources.
- Experience working collaboratively in a team environment while also exercising sound independent judgment.
- Ability to maintain a professional, welcoming presence in a public-facing office or visitor environment.
Compensation
- $52,000-$62,000 per year.
- Participation in the NYG&B health, life, dental, and vision insurance plans.
- Participation in the NYGYB’s 403(b) plan.
- Two weeks of paid vacation each year.
This is a full-time, in-person position, with five days in the office required.
Those interested should send a cover letter and resume to adminaccounts@nygbs.org.