Front Desk Administrator

About the role

The Front Desk Administrator serves as the first point of contact for visitors and clients, managing front desk operations with professionalism and efficiency. This is a full-time, in-office position where you'll work closely with our Administration and Compliance team and support staff across every division.

Responsibilities

• Front Desk and Visitor Management
  • Greet every visitor, client, subcontractor, and vendor as they arrive, confirm who they're there to see, and notify the right person promptly.
  • Keep the front lobby and reception area clean, organized, decorated, and presentable at all times.
  • Sign for deliveries and route packages to the correct department or employee.
  • Maintain a visitor log and issue visitor badges where required.
• Phone and Communication Management
  • Answer all incoming calls on the main line, determine the purpose of the call, and direct it to the appropriate person or department.
  • Take detailed messages when the intended recipient is unavailable and follow up to make sure the message gets delivered.
  • Handle general inquiries about the company, including basic questions about services, office hours, and location.
• Scheduling and Administrative Support
  • Schedule and coordinate conference room bookings for internal meetings, client visits, and interviews.
  • Assist executives and department managers with calendar coordination when asked.
  • Provide administrative support such as data entry, filing, scanning, and document preparation for the Administration and Compliance team.
  • Type and format correspondence, memos, and internal forms as requested.
• Office Supplies and Vendor Coordination
  • Track front office and break room supply levels and submit supply requests to the Administrative Assistant before items run out.
  • Coordinate with the Administrative Assistant on business card orders for new hires and employees needing reprints.
  • Serve as the point of contact for office service vendors, such as coffee delivery, water cooler service, and cleaning crews, coordinating scheduling and access with the Administrative Assistant.
• Mail and Shipping
  • Sort and distribute incoming mail to the correct employees and departments daily.
  • Prepare outgoing mail and FedEx shipments, including printing labels and packaging documents, and forward completed items to the Administrative Assistant for processing.
  • Track outgoing packages that require signature confirmation or delivery verification.
• Proposal Printing and Binding
  • Print, collate, and bind hard copies of proposals, RFP responses, and bid packages ahead of submission deadlines, following the format specified in each solicitation (spiral bound, comb bound, three-ring binder, tabbed sections, and so on).
  • Confirm page counts, color pages, and copy quantities against the RFP requirements before printing to avoid last-minute reprints.
  • Package completed proposals for shipping or hand delivery, including labeling, boxing, and preparing any required transmittal letters or courier forms.
  • Coordinate submission deadlines with the Administration and Compliance team so proposals are printed, bound, and shipped with enough lead time to arrive before the due date.
  • Maintain a stock of binding supplies (covers, spines, tabs, binder clips) and flag low inventory to the Administrative Assistant.
• Records and Filing
  • Maintain organized physical and digital filing systems for front office records, visitor logs, and general correspondence.
  • Assist with scanning and archiving documents for the Compliance team as needed.

Qualifications

• Strong verbal and written communication skills.
• Solid organizational skills and the ability to manage several small tasks at once without losing track of any of them.
• Working knowledge of Microsoft Word, Excel, and Outlook.
• A professional, welcoming presence.
• Dependable attendance and punctuality, since the front desk needs to be covered during business hours.

Benefits

• Salary $40,000- $45,000
• Medical
• Dental
• Vision
• 401K
• Paid Time Off