Administrative Assistant / Front Desk Coordinator

About the role

We are looking for an experienced and dependable Administrative Assistant / Front Desk Coordinator to help create an organized, welcoming office environment. This position supports daily front desk activities while providing administrative assistance that keeps teams, meetings, and office operations moving efficiently. The ideal candidate brings strong communication skills, excellent judgment, and a service-oriented approach to working with employees, visitors, and external partners.

Responsibilities

• Welcome visitors, clients, and vendors courteously, ensuring each person is assisted promptly and directed to the appropriate contact or meeting area.
• Oversee reception operations by managing the front desk, answering incoming calls, and maintaining a tidy, well-organized common area.
• Schedule appointments, coordinate calendars, and assist with meeting arrangements to support smooth day-to-day office activity.
• Organize paper and digital records, including scanning, filing, and maintaining accurate document storage systems.
• Process incoming and outgoing mail, packages, and courier deliveries while tracking shipments as needed.
• Monitor inventory for office, printer, and copier supplies and place orders to keep the workplace fully stocked.
• Help plan employee lunches, office gatherings, and special events, while also supporting conference and trade show logistics such as vendor coordination and shipment preparation.
• Prepare and format presentations, proposal materials, and other business documents, and provide administrative support to multiple departments when needed.

Requirements

• High school diploma or equivalent required.
• At least 3 years of experience in administrative support, reception, or office coordination roles.
• Demonstrated ability to manage multiple priorities with strong organization and time-management skills.
• Proficiency in Microsoft Word and Microsoft Outlook required.
• Working knowledge of Microsoft Excel and PowerPoint preferred.
• Strong verbal and written communication skills with a detail-oriented, customer-focused approach.
• Reliable work history that reflects consistency, accountability, and commitment in previous positions.