Reception & Office Coordinator

Description

SUMMARY

The Reception & Office Coordinator is responsible for managing all front desk operations while supporting the smooth day-to-day functioning of the office. This role serves as the primary point of contact for visitors and callers, oversees mail and document processing, and coordinates office and building needs including supplies, vendors, and facility requests. The coordinator ensures a professional, welcoming front office environment while assisting with basic facilities tasks and office improvement projects.

KEY RESPONSIBILITIES

Front Desk/Reception

· Independently manage all front desk activities and assigned tasks

· Answer incoming calls using a multi-line phone system and directing callers accordingly

· Professionally and positively greet all visitors and direct them accordingly

· Open and sort all incoming mail, packages, other parcels and distribute as needed

· Manage mail related projects which includes printing, tracking, and packaging mail items in mass quantities

· Manage scanning and renaming documents for electronic storage

· Organize and store shipping supplies

· Scan, fax, and copy as requested

· Record customer interactions with issues and escalate to manager immediately

Office/Building Coordination

· Oversee office supplies, facility requests, common areas, and own office appearance

· Facility walkthroughs & Safety checks (lights, doors, badges, alarms, etc.)

· Vendor management for cleaning, HVAC, security, landscaping, repairs

· Overseeing building access for vendors

· Coordinating/scheduling maintenance vendors

· Vet new vendors as well as research new vendors 

· Oversee Facility Opening and Closing Schedule

· Opening/Closing of office

· Light project coordination for office improvements

· Other duties as assigned by department supervisor or manager

Requirements

REQUIRED EXPERIENCE & PREFERRED ATTRIBUTES

• High School Diploma, some college preferred
• Work experience in customer service and/or office work in a fast-paced environment
• Type 45 wpm with 100% accuracy
• Ability to operate a multi-line phone system
• Competency with basic computer applications including full Microsoft Suite and internet research
• Comfortable with .pdfs (PDF Studio Pro, Adobe Acrobat) and a paperless work environment
• Strong communication skills with reading, writing, speaking in English
• Applying critical thinking and working independently 
• Capable of successfully collaborating with peers and management
• Detail-oriented with solid organizational, time management, and multi-tasking skills
• Work effectively in a teamwork environment