Job Description
Job DescriptionWe are looking for a Front Desk Coordinator to support daily office operations and create a welcoming, organized environment in our office. This contract opportunity is ideal for someone who enjoys balancing reception duties, administrative support, and facility coordination in a structured setting. The person in this role will help keep workflows running smoothly by managing front desk activity, maintaining records, and ensuring the office is well supplied and ready for employees and visitors.
Responsibilities:
• Open and prepare the office each day by securing access, adjusting the workspace environment, and completing light kitchen setup tasks.
• Serve as the first point of contact for calls, deliveries, and guests by responding to messages, routing communication appropriately, and welcoming visitors with a high level of courtesy.
• Coordinate incoming and outgoing mail and packages, including signing for shipments, notifying recipients, and ensuring daily mail is handled on schedule.
• Maintain physical and digital filing systems by organizing project documents, scanning materials when needed, and keeping archived records current and accessible.
• Create and update job folders, contract files, and other administrative records to support accurate documentation across the office.
• Support meetings and office events by tracking calendars, arranging refreshments, and helping organize logistics for internal gatherings.
• Monitor office, kitchen, restroom, printing, and shipping inventory and place orders to keep essential supplies available.
• Assist with routine office upkeep by addressing minor facilities issues and coordinating basic maintenance needs with appropriate vendors or internal contacts.
• Provide general administrative support to team members and contribute to special projects and data updates as needed.• Previous experience in a front desk, reception, or administrative support role within an office environment that values attention to detail.
• Ability to manage a multi-line phone system, greet visitors confidently, and provide strong customer service in person and over the phone.
• Strong organizational skills with experience handling document filing, record maintenance, and data entry accurately.
• Proficiency with Microsoft Outlook, Word, and Excel for communication, scheduling, and basic administrative tasks.
• Comfortable managing multiple priorities, responding to changing needs, and following through on routine office responsibilities independently.
• Strong interpersonal skills with the ability to work effectively with staff, visitors, vendors, and delivery personnel.
• Ability to maintain a dependable on-site presence and support day-to-day office operations with attention to detail.