Front Desk Coordinator

Responsibilities

• Serve as a primary point of contact for community members, program participants, families, visitors, staff, vendors, and external partners.
• Welcome and assist all individuals in a warm, professional, respectful, and culturally responsive manner.
• Maintain a welcoming, organized, and professional front desk and reception area.
• Answer, screen, and route incoming telephone calls and general inquiries to the appropriate staff member or department.
• Provide accurate general information regarding Hudson Guild programs, services, locations, events, and points of contact.
• Direct visitors to the appropriate program, department, meeting, or staff member.
• Manage visitor sign-in and sign-out procedures in accordance with organizational safety and security protocols.
• Notify staff of scheduled guests, appointments, deliveries, vendors, and service providers.
• Respond professionally to individuals who may be upset, confused, or in need of assistance and escalate concerns when appropriate.
• Cook up the daily activities and workflow of the front desk.
• Monitor email accounts, general voicemail boxes, and other assigned communication channels.
• Maintain awareness of daily program schedules, meetings, events, room usage, closures, and other activities that may impact visitors and community members.
• Communicate relevant updates and information to staff and departments as needed.
• Maintain current staff directories, departmental contact information, program materials, forms, and community resources.
• Ensure front desk signage, notices, informational materials, and visitor instructions are current and appropriately displayed.

Administrative Support

• Receive, sort, distribute, and track incoming mail, packages, deliveries, and correspondence.
• Perform general administrative duties, including data entry, scanning, copying, filing, document preparation, and records organization.
• Maintain accurate logs, trackers, spreadsheets, and other front desk records.
• Monitor front desk and general office supplies and communicate replenishment needs.

Operations and Facilities Support

• Serve as a communication link between the front desk, Operations, Programs, Human Resources, and other departments.
• Report building, maintenance, safety, technology, and facility concerns promptly to the appropriate staff member.
• Submit or assist with tracking service requests and operational issues as assigned.
• Aid with meeting and event logistics, including signage, visitor coordination, room preparation, and basic setup needs.
• Support the coordination of vendors, contractors, deliveries, and service providers when they arrive on-site.
• Help maintain shared front desk spaces and ensure operational materials are organized and accessible.
• Provide front desk coverage and support at other Hudson Guild locations when operationally necessary.