Archived listing. The details below describe a past opening.
We are looking for a Front Desk Coordinator to support daily office operations and create a welcoming, detail-oriented experience for visitors and staff. This Contract position blends front desk coverage with administrative coordination, requiring strong judgment, organization, and responsiveness in a fast-paced environment. The ideal candidate will help keep schedules, meetings, supplies, and office systems running efficiently while providing dependable support across the team.
Responsibilities:
- Welcome visitors, manage reception activities, and handle incoming calls through a multi-line phone system with efficiency.
- Provide day-to-day administrative support to the team by addressing routine issues independently and escalating more complex matters when needed.
- Coordinate meetings by arranging logistics, preparing agendas and supporting materials, recording notes, and tracking follow-up items to completion.
- Review upcoming priorities and organize daily tasks to ensure assignments are completed accurately and within expected timelines.
- Assist with calendar coordination and routine bookings so team members can manage their time effectively.
- Maintain and refine office records, filing practices, and administrative procedures to support smooth departmental operations.
- Create documents, presentations, and other business materials using standard templates and software based on established guidance.
- Compile and interpret basic data to support reporting needs and routine administrative analysis.
- Monitor office supply levels and place orders for routine items in line with established purchasing procedures.
- Coordinate IT-related requests, access setup, asset tracking, and record maintenance for employees joining, transferring within, or leaving the department in partnership with the lead asset manager.
- Experience in front desk, reception, or office coordination support in a role that requires strong attention to detail.
- Ability to manage a multi-line phone system and respond to inbound calls with strong customer service skills.
- Comfortable providing receptionist and concierge-style assistance to visitors, employees, and stakeholders.
- Strong organizational skills with the ability to balance changing priorities and maintain attention to detail.
- Proficiency in preparing documents, presentations, and meeting materials using standard office software.
- Ability to handle routine administrative issues with sound judgment and escalate concerns appropriately.
- Experience maintaining records, coordinating schedules, and supporting office processes with accuracy and consistency.