Front Desk Coordinator

POSITION OVERVIEW

The Front Desk Office Administrator is responsible for providing a positive experience for clients and visitors while extending vital support to agency management and staff. This role is instrumental in elevating the Trozzolo brand by bringing a sense of professionalism, energy, and hospitality to every interaction. The ideal candidate serves as a central resource for the agency, ensuring a seamless environment where both visitors and colleagues feel comfortable and connected.

POSITION REQUIREMENTS

• Education/Experience: A minimum of two years of office administrative support is required. Previous agency experience is considered a plus.
• Technical Proficiency: Demonstrated understanding of Microsoft Suite, Google Workspace, and various presentation and database software.
• Communication Skills: Strong oral and written communication skills with the ability to interact effectively with both clients and colleagues.
• Operational Excellence: A serious commitment to detail, accuracy, confidentiality, and quality.
• Workflow Management: Ability to handle multiple tasks efficiently and prioritize work to meet deadlines while adjusting readily to changing priorities.
• Core Attributes: Must be reliable with a strong work ethic, take initiative, and drive results without being asked.
• Schedule: Expected to work eight hours each day, in-office, Monday through Friday, between 8:15 a.m. and 5:15 p.m..

POSITION RESPONSIBILITIES

• Hospitality & Brand Representation: Welcome visitors by phone and in person, ensuring they are comfortable and connected with the proper contact person.
• Facility & Resource Management: Maintain the receptionist calendar, coordinate space requirements, and ensure the facility is well-organized and office equipment is in good working order.
• Operational Support: Perform accounting support, data entry tasks, and proof service reports for client invoices.
• Agency Logistics: Handle all mail and shipping needs and maintain inventory for agency supplies and stationery items.
• Internal Relations: Serve as an agency resource to all associates for office needs and maintain internal employee lists and client contact information.
• Collaborative Assistance: Support the Office & Events Manager as a backup and assist with coordinating associate/client floral arrangements and gifts.
• Strategic Thinking: Proactively identify problems, analyze solutions, and make sound judgments to drive agency results.
• Professional Growth: Stay up-to-date with industry trends in administrative and technology tools through ongoing learning.

AAP/EEO STATEMENT

Trozzolo is an equal opportunity employer. In accordance with anti-discrimination law, it is the purpose of this policy to effectuate these principles and mandates. Trozzolo prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. Trozzolo conforms to the spirit as well as to the letter of all applicable laws and regulations.

OTHER DUTIES

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.