The Front Desk Coordinator serves as the first point of contact, creating a warm and welcoming environment for staff and guests while ensuring exceptional customer service. This role supports CAQ administrative operations with professionalism, efficiency, and a strong commitment to quality, accountability, and teamwork.
Requirements
- Provide front desk coverage from 8:00 AM – 5:00 PM, with allowances made for one remote workday based on office needs
- Answer all calls to the primary office line, screen and direct inquiries, and provide prompt and professional responses
- Oversee the cleanliness and orderliness of the reception area, meeting rooms, and common spaces
- Manage the electronic access control system for the suite, fob/card programming, and visitor registration, ensuring secure entry in coordination with building security
- Act as the primary liaison for facility-related needs, including work orders, pest control, janitorial services, and general maintenance
- Manage office assets, including copiers, kitchen appliances, furniture, and associated keys
- Work closely with CAQ’s Event Manager to ensure all meeting needs are met
- Coordinate and set up meeting rooms, ensuring proper arrangement of furniture, materials, and technology
- Assist with reserving conference room spaces and addressing any logistical requirements
- Act as backup support to the IT Manager with: IT hardware inventory; conference room AV equipment, assisting staff with system connectivity; and ad hoc tasks, as needed
- Serve as backup support to the Sr. Manager, Office Operations & HR to ensure all new vendors are registered accurately
- Reconcile and process invoices within a timely manner
- Maintain accurate financial records for tracking office expenses
- Reconcile CAQ’s corporate credit card transactions, ensuring timely processing and accurate documentation
- Assist team members with administrative tasks, including time and expense report processing, travel arrangements, scheduling, and ad hoc tasks
- Schedule and organize internal and external meetings, maintaining checklists, tracking requests, and ensuring all logistics are in place
- Maintain and coordinate team calendars, appointments, calls, meetings, and travel itineraries, ensuring all information is updated and accurately reflected
- Prepare and send email communications to staff regarding important updates, reminders, and organizational programs such as the gym reimbursement, You Earned It, and building events
Benefits
- Comprehensive benefits package
- Medical
- Dental
- Vision
- 401(k)
- Holiday pay
- Vacation
