Front Desk Coordinator

IFF (CDFI)•Grand Rapids, MI

9d•$48,000 - $57,000•Onsite

About The Position

The Front Desk Coordinator supports IFF’s day-to-day operations by managing the front desk and office operations and maintaining a welcoming, clean, organized, safe, and functional workplace. The role provides high-quality service to visitors, callers, and staff, and supports office facilities, administrative functions, meetings, events, vendors, and employee experience. The position is based in the Grand Rapids office and is onsite Monday through Friday. Occasional early starts, extended hours, and evening or weekend work may be required. IFF is a mission-driven lender, real estate consultant, and developer that works with organizations across the Midwest to help communities thrive. Its work is guided by a commitment to equitable and transformational outcomes in under-resourced communities and to being an inclusive, anti-racist, and anti-oppressive institution. The organization seeks candidates committed to its mission and able to demonstrate creativity, diligence, enthusiasm, a growth mindset, thoughtfulness, and passion for economic and racial justice. The role reports to the Managing Director of Office and Facilities. Compensation is listed as Grade 1, with a starting salary range of $48,000–$57,000 in Grand Rapids. IFF offers medical, dental, and vision insurance; paid time off; a 401(k) retirement plan with employer contribution; life insurance; short- and long-term disability; a professional development stipend; mentorship; wellness programs; employee assistance; referral bonuses; and Summer Fridays. Although the role is described as onsite Monday through Friday, the benefits section also mentions a hybrid workplace.

Requirements

At least two years of previous administrative experience.
Exceptional phone and customer service etiquette.
Ability to make day-to-day decisions within assigned work and independently prioritize tasks.
Ability to communicate frequently and effectively with internal and external contacts, document inquiries, deliver mail promptly, and follow up or refer questions in a timely manner.
Ability to complete projects and recurring tasks according to established goals.
Ability to build and maintain effective working relationships with colleagues, peers, and team members.
Ability to work effectively with people of diverse backgrounds and experiences and contribute to an inclusive, collaborative, collegial, and caring work environment.
Ability to work occasional early starts, extended hours, and evenings or weekends.

Responsibilities

Oversee daily office operations and maintain a clean, organized, safe, and functional workplace.
Prepare office facilities each day and conduct regular walkthroughs to identify cleanliness, maintenance, safety, and operational concerns.
Coordinate resolution of office issues and work with the Day Porter on cleanliness concerns.
Coordinate office maintenance, repairs, preventive maintenance, and vendor relationships in cooperation with the Managing Director of Office and Facilities.
Liaise with landlords, property management teams, building engineers, and service providers.
Monitor and maintain inventory of office supplies, equipment, kitchen items, and workplace amenities.
Assist with office moves, renovations, furniture installations, and space planning.
Support workplace health, safety, security, and emergency preparedness programs.
Partner with IT and HR on employee onboarding and offboarding, workstation setup, and office access requirements.
Serve as the first point of contact for visitors and provide a professional, welcoming, service-oriented experience.
Manage incoming calls, emails, and messages through the main office phone line and shared inboxes, directing inquiries appropriately.
Register visitors in the visitor management system and assist them with directions, information, and office protocols.
Manage incoming and outgoing mail, including employee mail distribution and coordination of courier, express, messenger, and overnight services.
Perform administrative and clerical duties such as printing, copying, scanning, filing, and document preparation.
Manage conference room scheduling and maintain meeting room calendars.
Coordinate meeting logistics, including room setup, audiovisual support, materials, and post-meeting breakdown.
Assist with catering for meetings, training sessions, employee events, and other workplace gatherings.
Support preparation and distribution of meeting materials and internal communications.
Coordinate office activities and cross-functional team collaboration.
Coordinate janitorial, maintenance, security, pest-control, and other workplace service providers; monitor performance and escalate service concerns.
Support Enterprise Operations initiatives, process improvements, and workplace projects.
Communicate office updates, facility notices, and operational changes to employees.
Maintain workplace records, operational procedures, and office documentation.
Assist with planning and executing employee engagement activities, office events, training sessions, and workplace celebrations.
Coordinate event setup and logistics, including catering, room preparation, supplies, and guest accommodations.
Serve as the point of contact for community group activities in the office.
Foster a welcoming, professional, and productive workplace environment for employees and visitors.
Carry out other duties as required that are broadly consistent with the job description and position status.