Front Office Coordinator
As the first point of contact for staff and visitors, the Front Office Coordinator provides a friendly, professional representation of Newlight and ensures front office operations run smoothly and efficiently. The Front Office Coordinator oversees event planning and execution, office inventory and organization, and assists with scheduling, processing expenses, and tracking budgets. This position serves as the main point of contact for vendors related to front office operations.
ESSENTIAL FUNCTIONS
- Provide a warm greeting and connect guests with the appropriate contact.
- Maintain and troubleshoot the employee and visitor registration system.
- Answer, screen, and direct incoming phone calls.
- Reserve visitor parking spaces as needed.
- Coordinate conference room and visitor calendars and send out notifications.
- Place food orders & provide setup for meetings.
- Lead and execute planning and setup of staff events.
- Oversee office and kitchen supply inventory at both buildings.
- Implement organization systems throughout the offices, break rooms, and reception areas
- Prepare, schedule, and ensure fulfillment of outgoing front office documents and small package shipments.
- Manage incoming and outgoing correspondence faxes, mail, and small packages.
- Assist with submitting work orders and scheduling repairs for general office space and equipment.
- Schedule meetings and process expenses for upper management as needed.
- Assist with budget tracking.
- Serve as the main point of contact for front office vendors.
- Provide support for other duties and projects, as needed.
QUALIFICATIONS
- 2+ years of experience as a receptionist or front office coordinator
- Must be able to stay focused in a high-traffic area with doors opening and closing throughout the day
- Good organizational skills and multi-tasking abilities
- Must be dependable
- Team player who is professional, polite, and service-minded with a can-do attitude
- Ability to comprehend established office routines and policies
- Must be able to learn quickly from oral and written instructions and meet deadlines
- Knowledge of Microsoft Office applications, with emphasis on Outlook
- Strong communication skills (verbal and written) and grammar
- Ability to work independently and efficiently
- Detail-oriented
- Adaptability, foresight, and ability to anticipate
- Determination and resourcefulness to problem-solve
- Self-starter who can identify areas of improvement and increase team efficiency
- Valid and current California driver’s license and insurance along with reliable transportation
WORK ENVIRONMENT
This position is required to work onsite in an office/manufacturing environment. In the general office spaces, there is a low-average noise level, reasonable in office settings.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to see, sit, talk, hear, walk, climb, bend, kneel, lift, carry, and operate computer. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
POSITION TYPE/EXPECTED HOURS OF WORK
This is a full-time, non-exempt position, requiring overtime, as needed to complete assigned work. Hours of work: Monday-Friday, 8:30AM-5:00PM