Front Office Coordinator

Front Office Coordinator

FLSA Status: Full Time / Non-Exempt
Reports To: HR

Pay Range: $20 - $25 / hour

Schedule: Monday 7:30AM - 4PM ; Tuesday - Friday 8AM - 4:30PM

Job purpose

The Front Office Coordinator serves as the first point of contact for visitors, employees, drivers, customers, vendors, and business partners. This role is responsible for creating a professional, welcoming, and organized front-office experience while supporting daily administrative operations.

Essential Duties and Responsibilities

Front Desk & Visitor Management

• Serve as the primary receptionist and first point of contact for all visitors and callers.
• Answer, screen, and direct incoming phone calls in a professional and courteous manner.
• Maintain an accurate and up-to-date company phone directory.
• Welcome visitors, vendors, candidates, and contractors upon arrival.
• Manage visitor sign-in procedures and issue visitor badges as required.
• Ensure visitors are directed to the appropriate department or meeting location.
• Maintain front lobby and reception areas in a professional and organized manner.
• Monitor building access and assist with visitor security protocols.

Driver & New Hire Orientation Support

• Coordinate the arrival and check-in process for new drivers and employees attending orientation.
• Notify hiring managers, trainers, orientation coordinators, and department representatives of arrivals.
• Ensure orientation attendees are properly signed in and directed to the appropriate location.
• Prepare orientation materials, welcome packets, and supplies as needed.
• Serve as a resource for visitors and new hires during the onboarding process.
• Coordinate Driver Care Center lodging arrangements and room reservations for drivers as needed.

Mail & Office Services Administration

• Receive, sort, and distribute incoming mail, packages, and deliveries to the appropriate departments.
• Process and prepare outgoing mail, overnight shipments, and other correspondence.
• Maintain shipping records and coordinate with shipping vendors when necessary.
• Ensure timely and accurate handling of all company mailing activities.
• Provide general administrative and clerical support, including filing, document preparation, scanning, and other office functions.

Event Coordination

• Coordinate company meetings, employee events, recognition programs, celebrations, and other internal activities.
• Assist with vendor communications, catering, room setup, scheduling, and logistics.
• Track event details and support successful execution from planning through completion.
• Promote employee engagement initiatives and workplace culture activities.

Inventory Management

• Maintain inventory levels for:
  • Company merchandise
  • Orientation materials
  • Office supplies
  • Promotional items
• Monitor stock levels and reorder supplies as needed.
• Maintain accurate inventory records and provide reporting when requested.

Company Merchandise Store Administration

• Serve as the primary administrator for the company merchandise store.
• Coordinate with merchandise vendors and representatives regarding products and availability.
• Maintain current and accurate merchandise listings.
• Monitor inventory and assist with employee merchandise requests.
• Ensure the online store remains updated and reflects current company offerings.

Administrative Support

• Maintain accurate office records and departmental directories.
• Support company communications and administrative projects as assigned.
• Assist with data entry, reporting, scheduling, and document management.
• Maintain confidentiality of employee and company information.
• Perform additional duties as assigned to support office operations and company objectives.

Benefits:

• Meritain Aetna (offer two health insurance plans)
• Company Sponsored HRA card
• Colonial Supplemental Voluntary plans (accident, medical bridge, cancer & disability)
• Dental
• Vision (offer two plans)
• Life Insurance
• ER Life Insurance, 1x annual salary
• Pet Insurance and Discount plan
• EAP- Employee Assistance Program
• Profit Share Program
• 401K and 401K match
• PTO (Paid Time Off)