What are the responsibilities and job description for the Front Desk Coordinator position at Optomi?
Optomi, in partnership with a Financial Services company, is seeking a friendly, professional, and highly organized Front Desk Experience Coordinator to serve as the face of our office and oversee the daily “Welcome” experience. This customer-facing role plays a critical part in creating a warm, seamless experience for visitors, clients, and employees, while providing administrative, hospitality, and facilities support.
Location: Onsite 5x a week in NYC
Hours: Monday–Friday, 8:00 AM – 5:00 PM
Key Responsibilities
Customer Experience & Front Desk
- Greet all visitors, clients, and employees with a warm, professional welcome
- Answer phones and manage the reception inbox
- Create a memorable first impression through exceptional customer service and professional presentation
- Survey and track guest experience feedback and reception metrics
Office & Facility Support
- Oversee the lobby, welcome area, and general office space to ensure cleanliness, safety, and organization
- Submit and track building work orders (repairs, lighting, cleaning, etc.) to completion
- Act as liaison to lobby security for external visitors, contractors, and access management (including QR code access)
- Coordinate desk, conference room, and event space reservations
Events, Hospitality & Onboarding
- Support office events including setup, breakdown, and on-site assistance
- Coordinate and manage event space logistics
- Assist with catering coordination and setup for meetings and events
- Prepare welcome packets and support new hire onboarding experiences
- Support office coffee services and amenity stocking
Administrative & Operational Support
- Process invoices related to office services (janitorial, plants, coffee/snacks)
- Order office supplies as needed per the Office Manager’s guidance
Qualifications
- Bachelor’s degree and 2 years of experience in Office Management, Facilities, or Administrative Support
- Strong customer service mindset and professional demeanor
- Excellent verbal and written communication skills
- Ability to multitask and stay organized in a customer-facing environment
- Proficiency in Microsoft Office (Outlook, Excel, PowerPoint)