Front Desk Coordinator/Receptionist

Catalyst Pharmaceuticals Inc • Coral Gables, FL

just now • $24 - $30 • Onsite

About The Position

The Front Desk Coordinator serves as the first point of contact for employees and visitors,
ensuring that established office protocols are followed (guest sign-in, etc.). The Front Desk
Coordinator will represent the company with professionalism and courtesy, providing a
welcoming and organized environment.

This role is responsible for politely answering and directing phone calls, receiving and sending
mail, coordinating internal office meetings, maintaining office common spaces (breakroom,
conference rooms, reception area), managing office and breakroom supplies, and supporting
other administrative activities as requested.

This position is based at our Coral Gables, Florida headquarters and requires full-time on-site presence (Monday through Friday).

Requirements

• High School graduate, Associate’s degree preferred, but not required
• Excellent written and verbal communication skills
• 2+ years of professional experience in an office environment, including use of business email
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Prior experience in a fast-paced environment with ability to multi-task and prioritize.
• High attention to detail and deadlines
• Team oriented, self-motivated, and energetic
• Strong analytical and problem-solving skills
• Professionalism and ability to interact effectively with all levels of management and outside parties
• Must be able to occasionally move incoming packages which might weigh up to 40lbs as part of essential job functions. Responsibilities may include breaking down boxes, installing bottom-load water dispensers, and organizing supplies on an occasional basis
• Ability to maintain confidentiality of data and information.

Responsibilities

• Greet visitors warmly in the reception area, ensure guests are comfortable and sign in upon entry. If needed, direct them to their designated workspace
• Maintain conference room schedules and assist employees with finding space for meetings (Outlook and DeskBird). Confirm Conference rooms are clean and ready for meetings
• Answer telephones, transfer calls, take, and forward messages
• Assist HR in preparing and distributing external onboarding schedules for new hires, ensuring all necessary information is accurate, complete, and sent in a timely manner
• Collect and forward HR-related state mail to HR Operations, including the re-routing of employment verification calls and other related correspondence to ensure proper handling and compliance
• Maintain an organized and fully stocked breakroom and coffee stations, checking throughout the day to ensure coffee, bottled water dispensers, and related supplies functional, clean, and replenished, and reorder supplies and water as needed
• Partner with the Office Manager to coordinate meeting logistics, including ordering food, preparing beverages, and setting up and picking up meeting and kitchen areas
• Provide proactive support to meeting facilitators and guests, including assistance with tasks such as validating parking and ensuring a positive visitor experience
• Collect and distribute daily incoming mail
• Maintain appropriate inventory of kitchen and general office supplies, ordering and replenishing items for the office and meeting rooms as needed , fill paper trays on copy and fax machines, communicate with vendor for any needed supplies or repairs
• Process company business card orders with vendor and ship cards to appropriate employee
• Receiving, logging, and distributing packages received
• Processing outgoing shipments of documents and packages
• Maintain log for key box (supply room)
• Update Catalyst’s employee telephone listing and communicate to company as needed
• Organize storage room, supplies cabinets and packaging supplies
• Other office-related activities as needed and directed to ensure office and reception run efficiently
• Additional responsibilities as assigned

Benefits

• Catalyst is committed to providing competitive wages and comprehensive benefits including health, dental, and vision insurance, generous paid time off, a retirement savings plan with Company Match, and more.
• Further details about our benefits package can be found here: https://www.linkedin.com/company/catalystforrare/life/life-at-catalyst/?viewAsMember=true

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees