Front Desk Office Coordinator

Job Description

Job Description

At Horwitz, we don’t just offer jobs—we build careers. For over 100 years, we’ve been a leader in HVAC, plumbing, electrical services, delivering exceptional service while fostering a supportive and innovative workplace. Joining our team means working with passionate professionals in a culture built on safety, accountability, professionalism, motivation, curiosity, and a can-do attitude.

We’re committed to your growth with training, mentorship, and advancement opportunities. Along with competitive benefits—you’ll be part of a company that values its employees and makes a positive impact in the community. Join Horwitz and become part of a legacy of excellence and opportunity.

The  Front Desk / Office Coordinator serves as the first point of contact for employees, visitors, clients, and vendors, playing a key role in creating a positive and professional experience for everyone who enters the organization. This position is responsible for supporting daily office operations by creating a welcoming environment, assisting employees and visitors, coordinating office needs, and providing administrative support across multiple divisions. The ideal candidate is highly organized, customer-focused, and enjoys working in a dynamic environment with a wide variety of responsibilities. This position plays an important role in supporting employees and contributing to the overall success of Horwitz through a commitment to its core values: Safe, Accountable, Professional, Motivated, Can Do, and Curious. 

Key Responsibilities:  

These responsibilities generally describe the nature of the position and may not be all inclusive: 

• Reception and Front Desk Support 

• • Greet visitors, clients, vendors, and employees in a professional, welcoming manner.
    
  • Answer and route incoming phone calls.
  • Receive, sort, and distribute incoming mail and packages.
  • Coordinate outgoing mail, shipments, courier services, and certified mail.
  • Respond to general office inquiries and direct requests appropriately.
  • Maintain a clean, organized, and professional front desk area.
    

• Office and Facilities Support 

• • Assist with ordering, organizing, and restocking office supplies and paper.
    
  • Maintain common areas, kitchens, and meeting spaces.
  • Report building maintenance, cleaning, and facility issues.
  • Order business cards, nameplates, and other office materials.
  • Support the Horwitz company store, including inventory and employee requests.
    

• Meeting and Event Coordination 

• • Assist with scheduling meetings, company events, retirement celebrations, and employee gatherings.
    
  • Assist with coordinating conference room scheduling.
  • Prepare and tidy meeting rooms before and after meetings.
  • Arrange catering, refreshments, and supplies for meetings, trainings, and company events.
  • Send employee announcements and event communications as needed.
  • Register employees for classes, memberships, company events, and other activities.
    

• Administrative and Team Support 

• • Perform administrative tasks including printing, scanning, copying, filing, data entry, and document preparation.
    
  • Assist with new employee onboarding, including workspace setup, welcome materials, and first-day coordination.
  • Provide administrative support to multiple departments.
• Perform other duties as assigned.
• Demonstrate Horwitz's core values and a commitment to continuous improvement.
  

Skills and Abilities:   

• Excellent customer service and interpersonal skills with the ability to create a positive first impression.
  
• Strong verbal and written communication skills.
• Excellent organizational, time management, and multitasking abilities.
• Strong attention to detail and accuracy.
• Proactive problem-solving skills and initiative.
• Ability to work independently and collaborate across all levels of the organization.
• Professional front desk presence and telephone etiquette.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency in Microsoft Office (Teams, Outlook, Word, Excel, and PowerPoint), including document creation, calendar management, meeting coordination, and spreadsheets.
• Ability to quickly learn new software, office systems, and technology.
  

Education and Experience:  

• 2 or more years of experience in a receptionist, front desk, administrative assistant, office coordinator, or similar customer-facing administrative role preferred. 

• Experience supporting multiple departments or working in a fast-paces office environment preferred. 
• Experience using office technology, including multi-line phone systems, copiers, scanners, printers, and other standard office equipment.