Front Office Associate

Position Summary

The Front Office Associate is responsible for the efficient operation of front-of-house and office support functions. Acting as the first point of contact for visitors, employees, vendors, and service providers, the role ensures a professional office environment while coordinating administrative processes, facilities support, invoice administration, records management support, and day-to-day office logistics.

Key Responsibilities

Front Office Management

• Serve as the primary point of contact for visitors, clients, vendors, and employees.
• Manage visitor registration, access procedures, and guest notifications.
• Answer and direct incoming phone calls and general inquiries.
• Maintain visitor logs and ensure compliance with office security protocols.
• Ensure reception and common areas are maintained in a professional manner.

Office Administration

• Coordinate meeting room reservations, catering, and meeting logistics.
• Order and maintain office supplies, pantry inventory, business cards, and stationery.
• Support employee onboarding logistics, including workspace readiness and office orientation.
• Assist with seating arrangements and office moves.
• Maintain administrative filing systems and office records.

Facilities & Vendor Coordination

• Coordinate facilities requests and building maintenance activities.
• Liaise with building management and service providers regarding routine office matters.
• Coordinate vendor visits, deliveries, and equipment servicing.
• Maintain vendor contact information and service schedules.

Invoice & Administrative Support

• Receive, track, and route invoices for approval.
• Monitor invoice status and follow up with approvers as required.
• Maintain invoice logs and administrative documentation.
• Respond to vendor inquiries regarding invoice processing status.

Records Management Support

• Support records retention and document-management activities.
• Assist with file inventories, storage requests, and destruction exercises.
• Maintain document-tracking logs and supporting records.

Mailroom & Logistics Support

• Coordinate incoming and outgoing mail and courier services.
• Assist with package handling and deliveries.
• Provide mailroom coverage during absences or peak business periods.

General Administrative Support

• Prepare routine correspondence and meeting materials.
• Assist with office events and employee engagement activities.
• Maintain calendars, trackers, and departmental administrative records.
• Provide administrative support to management and business units as required.

Pay: $20.00 - $30.00 per hour

Expected hours: 40.0 per week

Work Location: In person

Salary : $20 - $30