Front Desk & Administrative Coordinator

Job Description

Job Description

Position Summary

The Front Desk & Administrative Coordinator is the first point of contact for visitors, vendors, and guests at Aereos. This entry-level role manages the front desk, greets and checks in guests, answers the door, and enforces visitor control procedures. The role also provides administrative support, including sales order data entry, document scanning, digital filing, and photo documentation of parts and materials in the IndustriOS ERP system. This highly visible, detail-oriented role sets the tone for the Aereos visitor experience while supporting daily operations across departments.

Key Responsibilities

Front Desk, Guest Services & Visitor Control

• Serve as the first point of contact for all visitors, vendors, and guests entering the facility.
• Answer and monitor the front door; greet guests professionally and notify the appropriate employee of their arrival.
• Manage visitor sign-in and maintain the visitor log; verify identification and issue visitor badges per facility security procedures.
• Confirm U.S. person status with the host employee before a visitor enters any restricted or export-controlled area.
• Ensure all visitors are escorted at all times per facility security protocols, and report security concerns to the Facility Security Officer (FSO).
• Answer and route incoming phone calls as needed.
• Maintain a clean, organized, and professional front desk and lobby area.

Sales Order Data Entry

• Enter customer purchase orders into IndustriOS ERP as sales orders accurately and on time.
• Verify part numbers, revision levels, quantities, unit pricing, delivery dates, ship-to addresses, and payment terms against the customer purchase order and approved quote.
• Flag discrepancies, such as mismatched revisions, pricing, or quantities, to the Sales team for resolution before the order is released.
• Attach customer purchase orders and supporting documents to the corresponding sales order in ERP.
• Enter approved change orders and amendments to existing sales orders as directed by Sales.
• Prepare order acknowledgments for Sales review and maintain open-order records.

Document Management

• Scan, index, and upload documents into ERP and designated file systems.
• Verify that scanned documents are legible and properly labeled before uploading.
• Handle, mark, store, and file Controlled Unclassified Information (CUI) and export-controlled documents per company procedures.
• Assist departments with document retrieval and filing requests.
• Maintain physical and digital filing systems in an organized and consistent manner.

Parts Photography & ERP Data Entry

• Photograph incoming and outgoing parts, assemblies, and materials per documented procedures.
• Upload part photos into ERP and ensure images are correctly linked to the corresponding job, work order, or part number.
• Maintain photo quality standards: images must be clear, properly lit, and accurately labeled.
• Flag any discrepancies or damaged parts observed during photography to the appropriate supervisor.

General Administrative Support

• Assist the Executive, Operations, Sales, and Accounting teams with administrative tasks as assigned.
• Receive, sort, and distribute incoming mail and packages.
• Support scheduling, printing, and supply ordering as directed.
• Answer/direct phone calls within the company.
• Perform other administrative duties as requested by leadership.

Qualifications

Required

• High school diploma or GED.
• Must be a U.S. person (see Export Control Requirement below).
• Strong attention to detail and commitment to accuracy in data entry and document handling.
• Professional, friendly, and composed demeanor in a customer-facing environment.
• Proficiency with Microsoft Office (Word, Excel, and Outlook).
• Ability to handle confidential and sensitive information with discretion.

Preferred

• 1+ years of experience in a receptionist, administrative assistant, order entry, or office support role.
• Experience with ERP systems or document management software.
• Familiarity with purchase orders, part numbers, and revision control.
• Manufacturing or industrial environment background.

Physical Requirements & Work Environment

• Work is performed primarily in an office and lobby setting, with regular time on the manufacturing floor and in receiving areas for parts photography.
• Must be able to sit or stand for extended periods and walk throughout the facility.
• Must be able to lift and carry parts and packages up to 25 lbs.
• Must wear required personal protective equipment (PPE), such as safety glasses, when on the manufacturing floor.
• Exposure to moderate noise levels typical of a machining environment.