Front Desk Coordinator

Company3 • New York, NY

26d • Onsite

About The Position

The Evening Front Desk Coordinator is a member of the Facilities team at Company 3’s Manhattan postproduction facility. As the first point of contact for clients, visitors, and deliveries during evening hours, the coordinator creates a professional, welcoming environment and supports smooth operations across departments. The role is client-facing and requires a personable, detail-oriented, highly organized approach and the ability to multitask in a fast-paced setting.

The coordinator greets and checks in visitors, provides initial orientation to new clients, maintains visitor records, and supports clients in person, by email, and by phone. The position also supports facility operations, client services, purchasing, shipments, communications, and evening-shift safety procedures. The stated schedule is Monday through Friday, 12:00 PM to 8:00 PM, with flexibility to adjust the schedule with notice, including occasional weekends.

Company 3 provides creative services for content creators across areas including conceptual design, pre-visualization, look development, 3D animation and CGI, motion graphics, compositing, dailies and production services, color grading, post-production finishing, marketing and trailers, live-action production, and experiences. The company states its commitment to a diverse, equitable, and inclusive culture and to providing equal employment opportunities.

Requirements

• Experience working in an office environment or a similar administrative role.
• Availability to work Monday through Friday from 12:00 PM to 8:00 PM.
• Flexibility to adjust the shift schedule with notice, including occasional weekends.
• Reliability and punctuality.
• Meticulous attention to detail, strong organizational and multitasking abilities, and initiative to work independently.
• Proficiency in MS Office, Microsoft Teams, and Google Docs.
• Professional appearance and excellent interpersonal demeanor.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Strong problem-solving skills and ability to remain calm under pressure.
• Customer-service orientation and focus on supporting clients and vendors.
• Basic familiarity with office equipment such as copiers, printers, and scanners.
• Ability to collaborate with a team and work effectively with multiple internal departments.

Responsibilities

• Greet, welcome, and check in clients and guests according to current security protocols.
• Provide initial orientation to new clients and notify staff of visitor arrivals.
• Maintain accurate visitor logs and sign out access badges and keys as needed; reconcile badges and keys monthly.
• Support clients in person, by email, and by phone, and route requests to appropriate departments for follow-up and resolution.
• Maintain and update internal documents, logs, and spreadsheets.
• Assist the Facility Producer with turning over and setting up edit rooms and offices.
• Support the Client Services team with requests for Theater clients and assist with meeting and client-screening setups.
• Email clients and staff about events, maintenance, closures, and other matters.
• Update the virtual whiteboard for the daily meeting and send the daily wrap-up email.
• Handle general purchasing needs, accurately log purchases, track and reorder office supplies, and complete expense reports for review.
• Report and coordinate maintenance or facility issues with the Facilities/Maintenance team during the shift.
• Manage incoming and outgoing shipments, including logging and coordination.
• Serve as a point of contact for evening-shift emergencies and follow company safety protocols.
• Relay important internal announcements and updates to staff arriving during the evening shift.

Benefits

• Eligible part-time employees working 25 or more hours per week and full-time employees in the US receive a comprehensive package of health, retirement, and insurance benefits and paid time off.
• Eligible project hires and part-time employees working fewer than 25 hours per week in the US receive retirement and select insurance benefits, and health benefits where required by law.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed