Front Desk Coordinator

About the role

The Front Desk Coordinator serves as the first point of contact for employees, clients, vendors, and visitors while supporting the daily operations of the office. This position is responsible for creating a welcoming and professional environment, coordinating front office activities, managing conference room readiness, supporting meeting logistics, handling incoming deliveries and mail services, and ensuring office common areas remain organized and fully stocked. The ideal candidate is organized, customer-service oriented, able to multitask effectively, and thrives in a fast-paced professional environment.

Responsibilities

• Greet visitors, clients, and vendors in a professional and welcoming manner.
• Answer and route incoming telephone calls and take accurate messages when necessary.
• Provide visitors and callers with general company information, directions, and office assistance.
• Receive, log, and notify employees of incoming deliveries, packages, and courier services.
• Coordinate outgoing mail, FedEx, UPS, courier requests, and postage.
• Prepare, inspect, and reset conference rooms before and after meetings.
• Maintain conference room schedules and assist with reservation coordination.
• Coordinate catering orders for meetings, including confirming next-day catering requests and facilitating same-day lunch deliveries.
• Support company events, including Slice of Knowledge lunches and other internal meetings.
• Coordinate Lunch n' Learn setup, to include greeting vendors and lunch coordination.
• Stock and organize refrigerators, beverage stations, coffee bar, snack baskets, and client kitchen areas daily.
• Monitor and replenish office, kitchen, and hospitality supplies as needed.
• Assist with posting construction phase bid meetings as well as receiving and stamping bids.
• Perform general administrative support including copying, scanning, filing, data entry, receipt submission, and other clerical duties.
• Maintain a clean, organized, and professional reception area and common spaces.
• Provide coverage and cross-training support for the afternoon Front Desk Coordinator to ensure continuity of operations.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required.
• One to three years of receptionist, administrative assistant, customer service, or office coordination experience preferred.
• Experience supporting executive or professional office environments is preferred.

Skills

• Excellent customer service and interpersonal skills.
• Professional demeanor and appearance.
• Strong verbal and written communication skills.
• Excellent organizational and time management abilities.
• Ability to prioritize multiple tasks while maintaining attention to detail.
• Strong multitasking skills in a fast-paced office environment.
• Ability to work independently while collaborating effectively with others.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams).
• Ability to anticipate office needs and proactively resolve issues.
• Dependable with strong follow-through and accountability.

Work environment

This position operates in a professional office environment. Daily interaction with employees, clients, vendors, and visitors. Frequent use of office equipment including computers, telephones, copiers, printers, scanners, and conference room technology.

Physical requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This is largely a sedentary role. While performing the duties of this job, the employee is regularly required to communicate both orally and in writing with employees, clients, vendors, and visitors. The employee is occasionally required to move about the office to utilize office productivity machinery such as the printer, copier, scanner, computer, telephone, and other standard office equipment. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. May require the ability to lift files, open filing cabinets, replenish office and kitchen supplies, and bend or stand on a stool as necessary. The employee may be required to lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus while utilizing computer software.