Front Office Associate

Immersive Concepts LLC • Beltsville, MD

1d • $25 - $28 • Onsite

About The Position

Immersive Concepts is seeking an organized and personable Front Office Associate to serve as the first point of contact for the company and to keep the front office running smoothly day to day. The Front Office Associate is responsible for fielding and routing incoming calls and messages, managing office supplies, coordinating employee travel arrangements, handling incoming mail and packages, and supporting basic data entry for contracts. This role requires strong organizational skills, proficiency with the Microsoft Office Suite, and the ability to juggle multiple administrative priorities in a fast-paced, professional office environment.

Requirements

• High school diploma or equivalent required
• 1+ years of experience in a front office, receptionist, or administrative support role.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) required.
• Ability to manage multiple tasks and priorities in a fast-paced office environment.
• Strong verbal and written communication skills with a professional, customer-service-oriented demeanor.
• Excellent organizational skills and attention to detail.
• Ability to prioritize and multitask while maintaining accuracy in a busy front office setting.
• Discretion and sound judgment when handling confidential information.
• Dependable and punctual, with strong time-management skills.
• Comfortable using office equipment (phone systems, printers/copiers, mail/shipping platforms).

Nice To Haves

• Associate's degree preferred.
• Experience coordinating business travel (flights, hotels, car rentals, per diems) preferred.
• Experience with basic data entry, particularly related to contracts or administrative records, preferred.
• Notary Public certification a plus.

Responsibilities

• Answer, screen, and route incoming phone calls to the appropriate staff member or department in a professional and courteous manner.
• Collect, log, and route messages accurately and promptly to ensure timely follow-up by staff.
• Greet visitors, clients, and vendors, and maintain a clean, professional front office and reception area.
• Monitor and maintain office supply inventory; place and track orders to ensure adequate stock levels at all times.
• Coordinate travel arrangements for staff, including flights, hotels, rental cars, and per diem requests, in accordance with company travel policy.
• Accept, log, and distribute incoming packages, deliveries, and mail; prepare outgoing mail and shipments as needed.
• Perform data entry and maintain accurate records for contracts and related administrative documentation.
• Maintain and update office contact lists, directories, and administrative files.
• Support scheduling of conference rooms, meetings, and office events as requested.
• Assist other departments with general administrative and clerical support tasks as needed.
• Ensure sensitive information (contracts, employee data, visitor logs) is handled discreetly and in accordance with company policy.

Benefits

• Pay Transparency Nondiscrimination Provision

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED