Front Office Coordinator

Front Office Coordinator

Exhibitus is a leading exhibit design and experiential marketing company with products and services that support live events, trade shows, branded interiors, engagements, and virtual/digital environments. At Exhibitus, we believe the most powerful brand experiences don't just look good—they create emotional connection, influence behavior, and help people remember who a brand is.

Position Summary

The Front Office Coordinator maintains an organized, professional, and welcoming office environment while supporting daily administrative operations. This position serves as the first point of contact for employees, clients, guests, and vendors, ensuring a positive visitor experience and efficient communication throughout the organization.

Essential Duties & Responsibilities

Front Office Operations

· Serve as the primary point of contact for visitors, clients, vendors, and employees entering the office.

· Greet visitors professionally, manage visitor sign-in procedures, issue visitor badges, and notify appropriate employees of guest arrivals.

· Answer incoming telephone calls, direct calls to the appropriate departments or employees, and respond to general inquiries.

· Monitor the front entrance and manage access for visitors and solicitors in accordance with company procedures.

· Receive, sort, and distribute incoming mail and packages to the appropriate employees or departments.

· Coordinate the delivery of packages to designated office or warehouse locations.

· Maintain a clean, organized, and professional reception area.

Office Administration and Organization

· Perform daily office opening and administrative routines.

· Monitor the office calendar and anticipate scheduled client visits, meetings, and other activities.

· Check and respond to emails requiring immediate attention.

· Maintain office organization and ensure shared spaces remain clean, stocked, and presentable.

· Communicate office updates, reminders, and important information to employees.

· Assist with miscellaneous administrative tasks and special projects as assigned.

Office Supplies and Inventory Management

· Monitor inventory levels for office supplies, breakroom items, beverages, and cleaning products.

· Place orders with approved vendors and maintain adequate inventory to support daily office operations.

· Monitor copier paper, toner, and other printing supplies across office and warehouse locations.

· Coordinate orders for coffee, water, soft drinks, snacks, and other employee or client refreshments.

· Maintain awareness of ordering schedules, vendor requirements, and supply needs to prevent shortages.

· Research and purchase miscellaneous supplies through approved vendors when necessary.

Employee Onboarding Support

· Coordinate with Human Resources regarding upcoming employee start dates.

· Prepare onboarding folders and assemble new-hire materials as directed.

· Coordinate travel arrangements for incoming employees, including flights, hotels, and rental cars as needed.

· Organize onboarding paperwork and assist with maintaining accurate employee file documentation.

· Support periodic employee file audits by identifying missing paperwork and coordinating follow-up with Human Resources.

· Handle employee information and documentation confidentially and in accordance with company policies.

Employee Engagement and Event Coordination

· Assist with planning and coordinating employee engagement activities, company celebrations, and internal events.

· Support event logistics, including decorations, food orders, refreshments, flyers, and employee communications.

· Prepare and distribute event announcements, calendar invitations, and reminders.

· Assist with town halls, employee appreciation activities, cultural celebrations, and other company functions.

· Coordinate catering for employee meetings and client lunches as requested.

· Create basic flyers and internal communications using tools such as Canva or similar software.

Vendor and Service Coordination

· Communicate with approved vendors regarding supply orders, deliveries, and service requests.

· Monitor copier and office equipment supply needs and coordinate maintenance or service appointments.

· Assist with catering arrangements and other administrative purchasing requests.

· Maintain professional vendor relationships and follow established purchasing procedures.

· Escalate supply, equipment, or service issues to the appropriate manager when necessary.

Other Responsibilities

· Provide administrative support to Human Resources, management, and other departments as needed.

· Assist with special projects and changing office priorities.

· Maintain discretion when handling confidential employee, client, and company information.

· Perform other duties as assigned to support the efficient operation of the organization.

Qualifications

· High school diploma or equivalent required.

· Previous experience in front office administration, office coordination, or a similar administrative role preferred.

· Excellent communication and interpersonal skills.

· Proficient in Microsoft Office Suite and other standard office applications.

· Ability to multitask and prioritize tasks effectively.

· Strong organizational and time management skills.

· Ability to work independently and as part of a team.

Exhibitus is proud to be an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability or any other status protected by federal, state, or local law. We celebrate diversity and are committed to creating an inclusive environment for all employees.