Front Desk Coordinator

About the role

We are looking for an experienced Front Desk Coordinator to support daily front-of-house operations for a real estate property and facilities management environment in Madison, Wisconsin. This Contract position is ideal for someone who enjoys creating a welcoming experience for visitors while keeping phone, scheduling, and communication workflows organized. The person in this role will serve as a central point of contact, balancing reception coverage with administrative coordination and responsive service.

Responsibilities

• Welcome tenants, guests, vendors, and other visitors in a courteous manner and direct them to the appropriate contact or meeting area.
• Manage a multi-line phone system by answering incoming calls promptly, routing inquiries accurately, and taking clear messages when needed.
• Coordinate calendars, appointments, and shared spaces to help maintain an orderly and efficient front desk operation.
• Provide concierge-style assistance by responding to routine questions, supporting visitor needs, and helping resolve day-to-day requests.
• Monitor email communications and distribute messages to the correct internal teams to ensure timely follow-up.
• Work closely with property and facilities staff to share updates, communicate priorities, and support smooth office operations.
• Maintain organized reception and common areas, ensuring the front desk presents a welcoming and well-kept appearance.
• Assist with administrative tasks such as tracking visitor activity, preparing basic documentation, and supporting general office coordination.

Requirements

• At least 2 years of experience in a front desk, receptionist, concierge, or similar customer-facing administrative role.
• Demonstrated ability to handle a multi-line switchboard or high-volume inbound call activity with accuracy and detail-oriented service.
• Strong scheduling and organizational skills with the ability to manage multiple priorities throughout the day.
• Clear written and verbal communication skills, including confidence in handling email correspondence and phone interactions.
• Proven ability to collaborate effectively with coworkers, tenants, visitors, and service providers.
• Detail-oriented demeanor with a customer-service mindset and the ability to remain composed in a fast-paced setting.
• Experience using standard office tools and systems to support reception, communication, and administrative functions.

Benefits

• Medical, vision, dental, and life and disability insurance.
• Eligibility to enroll in the company 401(k) plan.

All applicants must be legally authorized to work in the United States.