Operations & Front Office Coordinator

Job Description

Job Description

JOB TITLE: Operations & Front Office Coordinator

DEPARTMENT: Front Office

REPORTING TO: Chief of Operations

SUMMARY: 

The Piasecki Aircraft Corporation (PiAC) Operations Coordinator serves as the primary point of contact for daily office operations and provides practical support to the leadership team. This role is responsible for coordinating travel, facilitating communication with sub-tenants, and maintaining the efficiency of the PiAC office and Heliplex facility. The ideal candidate is an organized, proactive problem solver capable of balancing hands-on office management with facility logistics.

RESPONSIBILITIES: 

• Plan and secure all necessary arrangements for domestic and international travel, including itineraries, reservations, and expense reporting.
• Welcome guests, open doors for visitors, manage visitor logs, and handle incoming and outgoing mail and deliveries.
• Order food and coordinate catering for executive lunches, employee morale events, and client meetings.
• Support the management of the Heliplex facility by serving as a point of contact for tenants, coordinating space walk-throughs, and assisting with tenant communication.
• Maintain office efficiency by managing inventory, ordering office supplies, and ensuring breakrooms and kitchens are stocked and organized.
• Liaise with vendors regarding facility maintenance, cleaning, and security personnel logistics to ensure a safe and professional work environment.
• Support the Finance and Procurement teams by organizing vendor invoices and assisting with purchase requisitions as needed.
• Prepare and edit correspondence and meeting materials on behalf of leadership, ensuring accuracy and confidentiality.

  KNOWLEDGE / SKILLS / ABILITIES:

• Strong planning skills with the ability to prioritize multiple tasks in a fast-paced environment with minimal supervision.
• Professional verbal and written communication skills, with the ability to interact effectively with all levels of the organization and external partners.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and comfortable learning new internal systems.
• Proven ability to handle sensitive information with confidentiality and exercise sound judgment.
• Willingness to handle a wide variety of tasks, from travel coordination to hands-on office organization.

EDUCATION / CERTIFICATIONS / CLEARANCES:

• Bachelor's degree in Business Administration or a related field (or equivalent professional experience).
• 3+ years of experience in an administrative, operations, or office management role.
• Experience coordinating travel and managing facility logistics is required.