Front Desk Office Coordinator

Horwitz Front Desk / Office Coordinator

At Horwitz, we don't just offer jobswe 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 benefitsyou'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.

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-paced office environment preferred.
• Experience using office technology, including multi-line phone systems, copiers, scanners, printers, and other standard office equipment.