Front Desk Coordinator

Richcraft Homes Ltd • Ottawa, ON

8d • Onsite

About The Position

Reporting to the Controller, the Front Desk Coordinator is the first point of contact for clients, homeowners, employees, and visitors. This role creates a welcoming, professional environment while providing comprehensive administrative, clerical, and operational support to the Design Studio and corporate office. The Front Desk Coordinator plays a key role in ensuring efficient front office operations, supporting accounting processes, coordinating scheduling activities, and delivering an exceptional customer experience throughout the design and construction process. The successful candidate thrives in a fast-paced environment, demonstrates strong organizational skills, and contributes positively to a collaborative team culture.

Requirements

• Minimum 2 years of administrative, clerical, or front desk experience
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Exceptional customer service and interpersonal skills
• Strong organizational skills and attention to detail
• Clear, concise verbal and written communication
• Strong time management and prioritization abilities
• Professionalism, discretion, and reliability
• Collaborative team player
• Adaptability in a fast-paced environment

Nice To Haves

• Post-secondary diploma, certification, or degree in Office Administration
• Familiarity with Lasso
• Bilingualism
• Background or interest in interior design or residential construction

Responsibilities

• Greet and welcome all visitors, clients, and employees in a warm, courteous, and professional manner
• Answer all incoming phone calls, emails, and in-person inquiries, direct to appropriate personnel
• Address questions, concerns, or complaints following established procedures
• Maintain visitor logs and security access lists for incoming and outgoing guests
• Open and close the front desk area according to established schedules
• Schedule meetings between designers, homeowners, and internal teams, ensuring alignment with project timelines and deadlines
• Coordinate booking of meeting spaces, including shared spaces such as the kitchen boardroom
• Coordinate messengers and courier services as required
• Prepare and organize files for new home deals
• Receive, stamp, print, and distribute invoices received through the accounts payable email
• Support documentation for financial transactions as required
• Perform data entry, filing, document management, and general clerical duties
• Provide administrative support to the Controller and other departments as requested
• Maintain a detailed and up-to-date manual outlining front desk procedures
• Receive, stamp, sort, and distribute Canada Post mail and courier deliveries
• Arrange office equipment repairs when required
• Order office supplies and maintain appropriate inventory levels
• Ensure front desk, studio, main boardroom, and kitchen areas remain clean, stocked, and organized daily
• Maintain cleanliness and professional presentation of front desk common areas
• Assist with company events and Social Committee initiatives as needed
• Support team members during peak periods, special projects or at the request of senior management

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1-10 employees