Archived listing. The details below describe a past opening.
We are looking for a Front Desk Coordinator to create a welcoming and efficient office experience. This contract opportunity with potential for a long-term role is ideal for someone who enjoys balancing customer-facing reception work with administrative and event support responsibilities. The person in this role will serve as a key point of contact for visitors, callers, and internal teams while helping keep daily office operations organized and running smoothly.
Responsibilities:
- Welcome guests, service providers, and contractors, guide them to the appropriate contacts, and maintain visitor access records in alignment with site security practices.
- Manage the reception area and lobby to present an organized, orderly, and hospitable environment throughout the day.
- Answer and route inbound calls through a multi-line phone system, taking accurate messages and directing inquiries efficiently.
- Prepare, organize, scan, and maintain office files and records to support accurate documentation and easy retrieval.
- Assist with administrative tasks such as drafting correspondence, coordinating calendars, scheduling meetings, and supporting day-to-day office needs.
- Arrange onsite meetings, team gatherings, and working lunches, ensuring spaces, materials, and timing are coordinated effectively.
- Process incoming and outgoing mail, oversee courier requests, and help track deliveries and shipments as needed.
- Monitor office, printer, and copier supplies, replenish inventory proactively, and keep shared equipment areas stocked and functional.
- Support marketing and event activities by coordinating materials, presentation assets, vendor communication, shipping timelines, and storage of returned conference items.
- Provide cross-functional administrative assistance and follow Environmental, Health, Safety, and Security expectations while completing additional assignments from leadership.
- High school diploma or equivalent required.
- At least three years of experience in reception, front desk, or administrative support roles.
- Demonstrated ability to communicate professionally with visitors, vendors, and internal staff.
- Strong organizational skills with the ability to manage multiple tasks and shifting priorities.
- Proficiency in Microsoft Word, with working knowledge of PowerPoint and Excel preferred.
- Experience handling multi-line phone systems and directing inbound calls accurately.
- Customer-focused mindset with a positive, dependable, and service-oriented approach.