Front Desk Coordinator

Description Title: Front Desk Coordinator Employee Status: Full Time, Non - Exempt Salary: Grade 1 Starting range of $48,000 - $57,000 | Grand Rapids Reports to: Managing Director of Office and Facilities Department: Enterprise Operations Location: Grand Rapids, MI Onsite: In office: Monday through Friday Organization IFF is a mission-driven lender, real estate consultant, and developer that helps communities thrive. Key to our success has been a deep sense of purpose, a broad perspective, and a relentless focus on achieving positive results. Across the Midwest we help clients from every sector, including human service agencies, health centers, schools, affordable housing developers, and healthy food grocery operators. Staff contribute extensive business experience and an unrivaled connection to the mission of IFF to the clients we serve. Equity, Diversity, and Inclusion Partnering to create thriving communities is at the heart of everything we do. We leverage knowledge, capital, and resources to advance equitable and transformational outcomes in under-resourced communities, guided by our commitment to be an inclusive, anti-racist and anti-oppressive institution that honors communities as asset-rich and as experts in their own stories. Basic Job Function The Front Desk-Office Coordinator is responsible for ensuring day-to-day operations run smoothly, providing administrative and operational support to IFF. This position will be responsible for our front desk function, manage our office operations, and maintaining a pleasant and friendly work environment. This includes answering the phone, greeting and announcing guests, meeting room set-up and clean-up, monitoring office and printer supplies, and registering guests to the building’s security system. The Front Desk-Office Coordinator offers the highest level of customer service to all guests, callers and staff. IFF is looking for candidates with a commitment to the work we do who can demonstrate their creativity, diligence, enthusiasm, growth-mindset, thoughtfulness, and passion to make meaningful changes in the areas of economic and racial justice. Requirements Office Management Oversee daily office operations and maintain a clean, organized, safe, and functional workplace. Prepare office facilities each day to ensure spaces are operational, presentable, and ready for employee use. Conduct regular walkthroughs of office spaces to identify cleanliness, maintenance, safety, or operational concerns and coordinate timely resolution. Work with Day Porter to ensure that cleanliness issues are addressed in a timely manner. In cooperation with the MD of Office and Facilities, coordinate office maintenance, repairs, preventive maintenance activities, and vendor relationships. Act as liaison between the Executive Director of Office & Facilities Management and landlords, property management teams, building engineers, and service providers. Monitor and maintain inventory of office supplies, equipment, kitchen items, and workplace amenities, ensuring adequate stock levels. Assist with office moves, renovations, furniture installations, and space planning initiatives. Support workplace health, safety, security, and emergency preparedness programs. Partner with IT and HR to support employee onboarding, offboarding, workstation setup, and office access requirements. Reception & Administrative Support Serve as the first point of contact for visitors, providing a professional, welcoming, and service-oriented experience. Manage incoming calls, emails, and messages received through the main office phone line and shared inboxes, directing inquiries to the appropriate departments and personnel. Accurately register visitors in the visitor management system and assist guests with directions, information, and office protocols. Manage incoming and outgoing mail, including distribution of mail to employees (delivered directly to employees), coordination of courier services, express shipments, messenger services, and overnight deliveries. Perform general administrative and clerical duties, including printing, copying, scanning, filing, and document preparation. Meeting & Team Coordination Manage conference room scheduling and maintain meeting room calendars with a high degree of accuracy and attention to competing priorities. Coordinate meeting logistics, including room setup, audiovisual support, materials preparation, and post-meeting breakdown. Assist with catering coordination for meetings, training sessions, employee events, and other workplace gatherings. Support preparation and distribution of materials for meetings and internal communications. Serve as a central point of coordination for office activities and cross-functional team collaboration. Vendor & Operational Support In conjunction with MD of Office and Facilities, coordinate service providers including janitorial, maintenance, security, pest control, and other workplace vendors. Monitor vendor performance and escalating service concerns to MD of Office and Facilities. Support Enterprise Operations initiatives, process improvements, and workplace projects. Communicate office updates, facility notices, and operational changes to employees. Maintain workplace records, operational procedures, and office documentation. Event & Employee Experience Support Assist with planning and execution of employee engagement activities, office events, training sessions, and workplace celebrations. Coordinate event setup and logistics, including catering, room preparation, supplies, and guest accommodations. POC for all community group activities in the office. Foster a welcoming, professional, and productive workplace environment that enhances the employee and visitor experience Note: No job description can be entirely comprehensive, and the jobholder will be expected to carry out such other duties as may be required from time to time and are broadly consistent with the job description and status of the position within the organization. Performance Measures Creates and maintains a front desk and office environment where clients, guests, and staff feel welcomed and enthusiastic about IFF. Must have exceptional phone and customer service etiquette. Able to make day-to-day decisions within the scope of work assignments and prioritize work independently. High daily internal and external communication with IFF staff and clients, timely mail delivery, clear and concise emails, external contacts and inquiries documented. Timely follow-up and referral of any questions. Complete projects and reoccurring tasks according to goals set forth for each. Builds and maintains effective working relationships with colleagues and obtains a high level of colleague satisfaction concerning work performed. Cultivates a culture of openness in information sharing. Encourages open communication, cooperation, and the sharing of knowledge. Models personal accountability that promotes ownership and engagement. Builds and maintains effective working relationships with colleagues, peers, and team members. Demonstrates the ability and willingness to work effectively with people of diverse backgrounds and experiences to create an inclusive, collaborative, collegial, and caring work environment. High satisfaction with internal and external contacts, as measured in part by feedback given to the hiring manager Position Qualifications Previous Experience: At least two (2) years of previous administrative experience. Additional Requirements: Occasional early start or extended hours and evening or weekend work. Standard Benefits Medical, dental, and vision insurance Paid time off 401(k) retirement plan with employer contribution Life Insurance Short and long term disability Work-Life Balance Benefits Hybrid workplace Summer Fridays Employee Development Benefits Professional development stipend Mentorship program Miscellaneous Wellness programs Employee assistance Referral Bonuses IFF Does Not Offer The Following relocation package 100% remote provide sponsorship to applicants who require or will require a work permit IFF values equity, diversity, and inclusion as part of its mission to strengthen nonprofits and the communities they serve. IFF is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate. #J-18808-Ljbffr