Front Office Associate

Front Office Associate

Immersive Concepts is seeking an organized and personable Front Office Associate to serve as the first point of contact for the company and to keep the front office running smoothly day to day. The Front Office Associate is responsible for fielding and routing incoming calls and messages, managing office supplies, coordinating employee travel arrangements, handling incoming mail and packages, and supporting basic data entry for contracts. This role requires strong organizational skills, proficiency with the Microsoft Office Suite, and the ability to juggle multiple administrative priorities in a fast-paced, professional office environment.

Key Responsibilities

• Answer, screen, and route incoming phone calls to the appropriate staff member or department in a professional and courteous manner.
• Collect, log, and route messages accurately and promptly to ensure timely follow-up by staff.
• Greet visitors, clients, and vendors, and maintain a clean, professional front office and reception area.
• Monitor and maintain office supply inventory; place and track orders to ensure adequate stock levels at all times.
• Coordinate travel arrangements for staff, including flights, hotels, rental cars, and per diem requests, in accordance with company travel policy.
• Accept, log, and distribute incoming packages, deliveries, and mail; prepare outgoing mail and shipments as needed.
• Perform data entry and maintain accurate records for contracts and related administrative documentation.
• Maintain and update office contact lists, directories, and administrative files.
• Support scheduling of conference rooms, meetings, and office events as requested.
• Assist other departments with general administrative and clerical support tasks as needed.
• Ensure sensitive information (contracts, employee data, visitor logs) is handled discreetly and in accordance with company policy.

Basic Qualifications and Requirements

• High school diploma or equivalent required; Associate's degree preferred.
• 1+ years of experience in a front office, receptionist, or administrative support role.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) required.
• Experience coordinating business travel (flights, hotels, car rentals, per diems) preferred.
• Experience with basic data entry, particularly related to contracts or administrative records, preferred.
• Ability to manage multiple tasks and priorities in a fast-paced office environment.

Required Skills

• Strong verbal and written communication skills with a professional, customer-service-oriented demeanor.
• Excellent organizational skills and attention to detail.
• Ability to prioritize and multitask while maintaining accuracy in a busy front office setting.
• Discretion and sound judgment when handling confidential information.
• Dependable and punctual, with strong time-management skills.
• Comfortable using office equipment (phone systems, printers/copiers, mail/shipping platforms).

Certifications / Licenses

• None required.
• Notary Public certification a plus.

Working Conditions

• This is an on-site role based at Immersive Concepts Headquarters; regular attendance during standard business hours is required.
• Standard office environment; some light lifting (e.g., mail/packages, office supplies) may be required.

About Immersive Concepts

Immersive Concepts, LLC is a minority-owned 8(a) and HUBZone-certified multi-discipline consulting firm. We pride ourselves in providing a broad range of top quality services to our customers including IT Strategic Management Consulting, Unified Communications, Technical Innovation Services, Audio Visual Design and Integration, Relocation Services, and Construction. Our diverse team of highly trained, experienced and dedicated professionals bring years of experience to every project and are poised to accept and tackle the most challenging of client requirements in any field. Immersive Concepts focuses on developing its services and products in two ways, by creating specialized solutions designed to meet our clients' needs based on assessment results; and delivering a quality product or service that fulfills that requirement.

In meeting each goal, Immersive Concepts is dedicated not only to the resolution of complex problems but also to providing quality and timely service. While Immersive Concepts offers a broad range of services, we provide just one standard performance: Excellence.

Immersive Concepts is an AA/EEO Employer - Minorities/Women/Veterans/Disabled and other protected categories.

As a government contractor, Immersive Concepts abides by the following provision.

Pay Transparency Nondiscrimination Provision

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of the other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c).

Immersive Concepts LLC. is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. Equal Employment Opportunity Posters. If you'd like to view a copy of the company's affirmative action plan or policy statement, please email View email address on click.appcast.io. If you have a disability and you believe you need a reasonable accommodation in order to search for a job opening or to submit an online application, please e-mail View email address on click.appcast.io or call toll-free View phone number on click.appcast.io. This email and phone number is created exclusively to assist disabled job seekers whose disability prevents them from being able to apply online. Only messages left for this purpose will be returned. Messages left for other purposes, such as following up on an application or technical issues not related to a disability, will not receive a response.