Front Office Coordinator
Department: Administration/Operations
Position Summary
We are seeking a professional, organized, and customer-focused Front Office Coordinator to serve as the first point of contact for visitors, clients, vendors, and employees. This role is responsible for ensuring smooth daily front office operations, managing communications, coordinating administrative tasks, and providing exceptional customer service. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced environment where multitasking and professionalism are essential.
Key Responsibilities
- Welcome and assist visitors, clients, and vendors while creating a positive first impression.
- Answer and direct incoming phone calls, emails, and general inquiries in a professional manner.
- Manage front desk operations and maintain a clean, organized reception area.
- Coordinate meeting room schedules and prepare conference rooms for meetings.
- Receive, sort, and distribute mail, packages, and deliveries.
- Maintain office directories, contact lists, and organizational records.
- Assist with calendar management, meeting scheduling, and travel arrangements as needed.
- Order and maintain office, kitchen, and facility supplies.
- Support onboarding activities for new employees, including preparing materials and workspace coordination.
- Maintain filing systems, records, and confidential documentation.
- Coordinate service requests and communicate with vendors regarding office maintenance needs.
- Assist with data entry, reporting, and other administrative projects.
- Support leadership and departmental teams with various administrative duties as assigned.
Qualifications
- High school diploma or GED required; Associate's or Bachelor's degree preferred.
- 2+ years of experience in a receptionist, administrative assistant, customer service, or front office role.
- Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
- Strong organizational skills and attention to detail.
- Ability to manage multiple priorities and deadlines simultaneously.
- Professional appearance and demeanor.
- Ability to handle confidential information with discretion.
Preferred Qualifications
- Experience in a corporate, healthcare, property management, or professional office environment.
- Experience with phone systems, scheduling software, or CRM systems.
- Basic bookkeeping or administrative reporting experience.
Key Competencies
- Customer Focus
- Communication Skills
- Organization and Planning
- Time Management
- Multitasking
- Problem Solving
- Adaptability
- Professionalism
- Team Collaboration
- Attention to Detail
What Success Looks Like
- Visitors and callers consistently receive a positive, professional experience.
- Office operations run smoothly and efficiently.
- Administrative tasks are completed accurately and on time.
- Communication flows effectively between departments, vendors, and customers.
- Office supplies, records, and schedules are well-managed and organized.
If you enjoy helping others, staying organized, and being the person who keeps everything running smoothly, we'd love to hear from you.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.