Front Office Coordinator

Front Office Coordinator

We are seeking a professional, organized, and welcoming Front Office Coordinator to serve as the face of our administrative headquarters. In this pivotal role, you will manage the daily flow of our front office, ensuring a seamless experience for visitors, employees, and vendors alike. The ideal candidate is a proactive multi-tasker with a keen eye for detail and a commitment to maintaining a polished professional environment.

Reception & Communication

• Primary Point of Contact: Serve as the first point of contact for all incoming calls, routing inquiries to the appropriate departments and managing overnight messages promptly.
• Visitor Management: Monitor the front entrance, greet all visitors with a professional demeanor, maintain the visitor sign-in log, and manage secure access for employees and guests.
• Deliveries: Coordinate and sign for all incoming deliveries.

Office Operations & Inventory

• Supply Chain Management: Responsible for monitoring, ordering, and stocking inventory for office supplies, breakroom beverages (coffee, water, creamer, etc.), and janitorial supplies.
• Mail Coordination: Handle daily mail operations, including local Post Office pickups, sorting, and internal distribution.
• Postage Maintenance: Manage the postage meter, ensuring funds are replenished and supplies (ink, labels) are stocked.
• Facility Appearance: Maintain the cleanliness and professional appearance of the reception area and coffee bar; ensure the refrigerator is stocked with water daily.

Administrative Support

• Meeting Coordination: Manage conference room calendars and provide logistical support for management meetings and employee events.
• Catering Assistance: Assist with catering needs, including ordering, setup, clearing, and occasional pickup of lunch for team events.
• Corporate Culture: Coordinate the mailing of monthly employee birthday and anniversary cards.
• Information Distribution: Maintain and distribute the internal employee extension list to ensure communications remain streamlined.

Requirements & Skills

• Education: High School Diploma or equivalent required.
• Technical Proficiency: Professional experience with Microsoft Office Suite (Word, Outlook, Excel).
• Organizational Mastery: Ability to multi-task in a fast-paced environment while maintaining high attention to detail and strong organizational systems.
• Communication: Exceptional verbal and written communication skills.
• Professionalism: Must maintain a neat, professional appearance and a positive "can-do" attitude at all times.

Physical Requirements

• This is a primarily sedentary role with periods of walking throughout the office.
• Ability to climb stairs as needed.
• Minimal lifting (up to 25 lbs) for mail and supply restocking.

This position description is intended to provide a general overview of the role. Duties and responsibilities may be assigned or updated to meet the evolving needs of the department.