Front Desk Coordinator

Job Description

Job Description

We are looking for a Front Desk Coordinator to support daily office operations for a Contract position based in California. This role is ideal for someone who enjoys keeping administrative processes organized, managing front office activity, and ensuring documents and invoices are handled accurately. The right candidate will bring strong attention to detail, clear communication skills, and the ability to balance reception coverage with clerical support in a busy environment.

Responsibilities:
• Welcome visitors, answer incoming calls on a multi-line phone system, and provide attentive front desk support throughout the workday.
• Receive mailed documents and payments, sort incoming correspondence, and direct invoices and related materials to the appropriate project or internal contact.
• Prepare outgoing mail and distribute checks, invoices, and supporting paperwork to project administration staff as needed.
• Enter invoice information into accounting or business systems with a high level of accuracy and maintain organized electronic records.
• Scan drawings and other project documentation into Procore and ensure files are uploaded and categorized correctly.
• Assist with general administrative work, including electronic document handling, data entry, and routine office coordination tasks.
• Monitor office supply levels, place orders when needed, and help maintain an orderly and fully stocked workplace.
• Complete end-of-day office checks to confirm work areas, documents, and front office operations are properly wrapped up.
• Look up customer or job-related address information in internal systems to support invoice processing and document distribution.• Prior experience in a front desk, receptionist, or administrative support role.
• Ability to manage a multi-line phone system and handle inbound calls with attention to detail.
• Strong data entry skills with a consistent focus on accuracy, organization, and attention to detail.
• Comfortable working with invoices, mailed documents, and electronic filing systems.
• Experience using office software and the ability to learn accounting or project management platforms such as Sage or Procore.
• Construction industry experience is preferred.
• Ability to prioritize routine office tasks while maintaining dependable front desk coverage.