Front Desk Coordinator - CAQ

AICPA•Washington, DC

9d•Hybrid

About The Position

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. The Front Desk Coordinator is responsible for maintaining an organized, well-functioning office space and assisting with administrative, financial, and operational tasks to enhance overall efficiency.

Requirements

Exceptional interpersonal, teamwork, and communication skills.
Strong attention to detail and organizational skills.
Effective time management skills with the ability to prioritize and complete multiple tasks efficiently, accurately, and seamlessly while supporting other team members.
Advanced proficiency with Microsoft Office 365, particularly Outlook, Word, Excel, and Power Point.
Resourceful self-starter who takes initiative on tasks and requests.
Demonstrates transparency, sound judgment, discretion, and the highest levels of confidentiality.
Possess good sense of Situational Awareness at a corporate level.
Flexibility to adjust hours/days as required, given minimal advance notice. Strong interpersonal, communication, and organizational skills.
High School degree / GED
Minimum of 3-5 years of successful administrative support experience in a professional office environment supporting multiple team members or hospitality role.
Brings professionalism and warmth to every client and team interaction.

Nice To Haves

BA degree a plus
Working knowledge of Salesforce (or similar CRM) and project management software a plus.

Responsibilities

Provide front desk coverage from 8:00 AM – 5:00 PM, with allowances made for one remote workday based on office needs. Greet visitors warmly, assist with inquiries, and ensure a positive experience for all guests.
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. Ensure areas are well-stocked and maintain office plants.
Receive, sort, and distribute incoming mail and packages. Manage outgoing mail procedures, including scheduling couriers when necessary.
Manage the electronic access control system for the suite, fob/card programming, and visitor registration, ensuring secure entry in coordination with building security. Maintain an adequate supply of access cards and request replacements as needed.
Act as the primary liaison for facility-related needs, including work orders, pest control, janitorial services, and general maintenance. Notify staff of any office disruptions and oversee the resolution of facility issues.
Manage office assets, including copiers, kitchen appliances, furniture, and associated keys. Ensure new employees have properly equipped workspaces and coordinate any changes to the office layout. Maintain an accurate inventory of office and kitchen supplies, placing timely orders while staying within budget.
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.
In collaboration with the CAQ Events Manager, coordinate food services for meetings, including setup, breakdown, and cleanup. Maintain the office kitchen and breakroom by keeping supplies stocked, monitoring expiration dates, and ensuring cleanliness and organization.
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. Submit contracts for processing, track approvals, and maintain proper documentation.
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 building events.