Job Description
Job Description
Location: Tampa, FL Headquarters
Position Summary:
The Program Coordinator/Receptionist serves as the first point of contact for Liberty Alliance and provides structured administrative and program coordination support to the Operations team. This role combines front-office management, visitor services, scheduling, and office operations with program support activities, including meeting coordination, documentation, vendor research, event logistics, and internal project tracking. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
POSITION REQUIREMENTS AND ESSENTIAL JOB FUNCTIONS
KEY RESPONSIBILITIES:
Front Office & Reception
- Greet and assist visitors, clients, and vendors; manage visitor sign-in and access procedures
- Answer, screen, and route incoming calls and messages
- Maintain professional appearance of lobby, conference rooms, and public areas
Administrative Support
- Schedule meetings and maintain calendars
- Prepare correspondence, reports, presentations, and spreadsheets
- Maintain organized digital and physical filing systems
- Process incoming/outgoing mail and packages
Program & Operations Support
- Support Program Coordinators with scheduling, documentation, meeting notes, and follow-ups
- Conduct vendor research (events, catering, supplies, etc.)
- Assist with order tracking, inventory coordination, and internal logistics
- Support on-site event setup, coordination, and breakdown
Office & Facilities Support
- Monitor office supplies and submit purchase receipts
- Coordinate kitchen/coffee station and shared space readiness
- Assist with internal communications projects (newsletters, meeting materials)
General
- Collaborate cross-functionally to support operations, compliance, and business needs
- Completes all other tasks and duties as needed to help drive Liberty Alliance’s Vision, fulfill our Mission, and abide by our organization’s values
QUALIFICATIONS:
- Associate degree or relevant receptionist/administrative training is preferred
- 1-3 years of experience as an Administrative Assistant or in a similar position
- Familiarity with standard office equipment such as printers and fax machines
- Excellent computer skills and knowledge of Microsoft Teams, Word, Outlook, and Monday.com
- Highly organized with excellent communication and time management skills and the ability to prioritize projects
- Valid driver’s license (if occasional errands or event support are required)
- Demonstrate a high level of integrity and professionalism, including teamwork
- Excellent attention to detail, time management, and communication skills
PERFORMANCE GOALS
- Front Office Excellence: Maintain a professional, efficient, and welcoming front office operation with consistent visitor satisfaction and accurate call handling.
- Administrative Accuracy & Timeliness: Deliver accurate documentation, scheduling, and records management with minimal errors and on-time completion.
- Program Support Effectiveness: Provide reliable administrative and coordination support that enables Program Coordinators to execute projects and events on schedule.
- Office Operations Reliability: Ensure office supplies, shared spaces, and facilities support functions run smoothly without disruption.
- Process Improvement: Identify and implement improvements to administrative workflows, documentation, or office procedures annually.
Key Performance Indicators (KPI’s)
Front Office
- Visitor check-in accuracy ≥ 99%
- Call routing accuracy and response time (same-day resolution or escalation)
Administrative
- Scheduling errors per quarter (target: ≤ 2)
- Document turnaround time (within defined SLA or same business day)
Program Support
- % of assigned program tasks completed on time (target: ≥ 95%)
- Event logistics issues reported (target: 0 critical issues)
Office Operations
- Office supply stock-out incidents (target: 0)
- Facilities readiness score from internal feedback
Professional Standards
- Attendance and punctuality compliance ≥ 98%
- Manager satisfaction rating ≥ 4/5
WORKING CONDITIONS/PHYSICAL REQUIREMENTS
Must be physically able to operate various machines and equipment, including computers, office equipment, telephones, etc. Physical demands are essentially those of sedentary work. Tasks may require extended periods at a keyboard or workstation. Must be able to lift up to 20 pounds at times.
To Apply:
Please submit your resume and cover letter detailing your qualifications and experience. Only qualified candidates will be contacted for an interview.
Equal Employment Opportunity Statement
Liberty Alliance is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status in accordance with applicable federal, state, and local laws. Liberty Alliance is committed to providing a work environment free from discrimination and harassment and where employees are treated with respect and dignity.
Company Overview
Liberty Alliance is a leading defense contracting firm, specializing in delivering innovative solutions to support mission‐critical operations for the U.S. Government and military. Our core services include Technology, Mission Support/ Training, Aviation, and International Operations. We pride ourselves on our commitment to excellence, integrity, and teamwork.
What We Offer
- Competitive salary and performance‐based incentives.
- Comprehensive benefits package, including health, dental, vision, 401(k), and paid time off.
- Opportunities for professional development and career growth.
- Collaborative and mission‐focused work environment.