Front Desk Coordinator

Position Summary

The Front Desk Coordinator ensures smooth interactions between departments, team members, clients, and external partners. This role manages the lobby area, provides excellent customer service, and supports administrative functions including mail processing, scheduling, and communications while maintaining professional and safety standards.

Scope and Impact

This position is a key point of contact for all visitors and callers, representing the organization’s professional image and ensuring operational efficiency across multiple departments. While the role does not manage a budget or direct reports, it significantly impacts internal coordination, customer experience, and daily office operations.

Salary

The starting hourly rate begins at $21.75. Mid range at $26.94. Actual starting rate will be commensurate with experience and education.

Decision-Making Authority

Operates with moderate independence in handling day-to-day front desk operations, determining visitor needs, and prioritizing tasks. Escalates complex issues or safety concerns to the Security Services & Safety Program Manager.

Interactions / Working Relationships

Interacts frequently with all internal departments, clients, vendors, and external visitors. Maintains close working relationships with the Facilities, IT&S Support Center, and Security teams to ensure timely resolution of maintenance and technical issues.

Essential Duties and Responsibilities

• Serve as the first point of contact for visitors and callers, greeting and directing them appropriately (20%).
• Manage a multi-line phone system and provide general information about departments, services, and locations (15%).
• Handle incoming and outgoing mail, overnight packages, and courier services; route appropriately (10%).
• Perform clerical and administrative tasks such as data entry, document preparation, and maintaining logs (10%).
• Schedule and monitor conference room reservations and coordinate room setups with Facilities (10%).
• Communicate with vendors and coordinate with Security and Facilities teams on maintenance and safety needs (10%).
• Log and forward incoming checks and cash to Accounting (5%).
• Ensure all office equipment operates efficiently and arrange vendor maintenance as needed (5%).
• Maintain professional demeanor and adhere to security and safety procedures (10%).
• Perform other duties as assigned (5%).

Supervisory or Leadership Responsibilities

This position does not supervise others.

Qualifications

Minimum Qualifications (Required) 

• Education: High school diploma or GED required.
• Licenses/Certifications: None Required. 
• Experience: One year of customer service, administrative, or related experience required.
• Other Required Skills/Knowledge: Excellent communication, multitasking, and organizational skills; ability to maintain professionalism in a fast-paced environment.

Preferred Qualifications

• Bilingual (English/Spanish) preferred.
• Experience in a healthcare, nonprofit, or customer-facing environment.
• Familiarity with facility or security operations is a plus.

Knowledge, Skills, and Abilities (KSAs)

Strong interpersonal, communication, and customer service skills; attention to detail; ability to multi-task and prioritize; professional demeanor; adaptability; problem-solving; teamwork and collaboration.

Language Skills

Fluency in English required; Spanish bilingual proficiency preferred.

Technology and Tools

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general internet use. Experience with shared document systems, office automation tools, fax, copiers, and multi-line phone systems.

Work Environment and Physical Demands

• Work Setting: Office environment with direct interaction with staff and visitors.
• Travel: Minimal, limited to organizational sites as needed. 
• Physical Requirements: Must be able to sit or stand for extended periods, bend, stoop, twist, and lift up to 25 pounds.