Hours:
Monday - Friday
8:30AM-5:30PM with one hour lunch
(the Institute hours are M-F 9-5)
Summary: The Front Office Coordinator is responsible for overall front desk activities, including management of the reception and meeting areas, supporting management needs and collaborating in areas of office team leadership. This position coordinates front desk coverage and assists with projects and any additional administrative support necessary for the organization.
The Institute is a guest services organization, and the Front Desk Coordinator will often be the first our guests, fellows and trustees meet; therefore, great professional interpersonal skills with the ability to welcome our guests while maintaining a professional reception area is critical.
As a team member, you will:
- Provide administrative support to senior and/or executive management, which may include: coordinating Google Calendar,
- SevenRooms and BXP portal, appointment management, expense reporting, liaison with the executive team and special projects as assigned.
- Provide assistance with meeting arrangements (setting, planning, logistics, agendas, catering, etc.).
- Maintain aesthetics of the Institute - restroom & office supplies, reception area, facility and communication with custodial & plant caretaker.
- Order general office supplies and maintain a stock room.
- Liaison with the building property manager, cleaning, and maintenance personnel.
- Gather, sort, and distribute mail and packages.
- Responsible for opening the Institute, welcoming guests and remaining generally available with flexibility of timing on other days.
Knowledge, skills and abilities required:
- Solid verbal and written communication skills.
- Ability to provide outstanding service in fast-paced environments.
- Strong interpersonal skills.
- Ability to foster a positive working environment and embrace culture in a people business.
- Professional attitude and appearance.
- Ability to be resourceful and proactive when issues arise.
- Excellent organizational skills.
- Multitasking and time-management skills, with the ability to prioritize tasks.
- Customer service attitude.
- Proven ability to handle confidential information and work with minimal supervision.
- Proficient with GSuite.
- Ability to maintain cooperative working relationships with other departments and organizations.
- Be service-oriented with the ability to pay attention to details in a fast-paced environment.
Minimum requirements:
- Bachelor’s degree preferred.