Reception & Office Operations Coordinator

Reception & Office Operations Coordinator

This position serves as the first point of contact for the organization's Washington, DC office. This role is critical to creating a professional, welcoming, and well-organized office environment for employees, senior leadership, external partners, and visitors. The position requires strong communication skills, sound judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced professional setting.

Front Desk & Visitor Management

• Serve as the primary point of contact for the DC office, professionally greeting all visitors, vendors, and guests.
• Determine the purpose of visits, notify appropriate staff of arrivals, and ensure visitors are directed or escorted as needed.
• Maintain visitor sign-in procedures and support office security and access protocols.

Telephone & Communications

• Answer all incoming calls, emails, and messages promptly and professionally.
• Accurately route requests to appropriate staff or departments and take clear, complete messages when needed.
• Serve as a reliable information resource for general office inquiries.

Mail, Deliveries & Office Logistics

• Receive, sort, distribute, and send incoming and outgoing mail and packages.
• Coordinate with building management and delivery services as needed.
• Monitor and help maintain the front desk area, conference rooms, and shared spaces to ensure a professional appearance at all times.

Administrative & Clerical Support

• Perform typing, data entry, and other clerical duties as assigned.
• Provide light administrative support to DC-based staff, including scheduling assistance, document preparation, and basic coordination tasks.
• Assist with meeting logistics, such as room setup, catering coordination, and greeting external attendees when requested.

General Office Support

• Serve as a dependable point of continuity for the DC office, helping ensure smooth day-to-day operations.
• Perform miscellaneous duties as directed to support office operations, leadership needs, and special events.
• Exercise discretion and professionalism when handling sensitive or confidential information.

***On occasion, this role may be required to work more than four hours per day to support scheduled events. These instances will be communicated at least one week in advance to allow for adequate planning and coordination.

Education and Experience

• High school diploma or equivalent required.
• Prior experience in a receptionist, front desk, or administrative support role preferred.
• Proficiency with Microsoft Office products (Outlook, Word, Excel) is desirable.

Skills and Attributes

• Excellent verbal communication skills and professional phone etiquette.
• Strong interpersonal skills with the ability to interact effectively with employees, executives, and external stakeholders.
• Professional demeanor with a welcoming, service-oriented mindset.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize effectively.
• Reliable, punctual, and comfortable serving as a visible, consistent presence in the office.
• Typing ability of approximately 4550 words per minute.
• Sound judgment, discretion, and the ability to remain calm and courteous under pressure.

***Please note that any false information on your resume or application could lead to the offer being withdrawn or even termination after hire.***