Front Office Coordinator

Harrow, Inc.•Roxbury Township, NJ

4d•Onsite

About The Position

With dual line reporting to the CEO/President and SVP & GM Manufacturing operations, the Front Office Coordinator is a key member of the site operations team responsible for managing all front desk activities and ensuring a professional, secure, and well-coordinated environment for employees, visitors, partners, and regulatory agencies. This role serves as the first point of contact for the facility and plays a critical role in supporting site leadership with administrative coordination, meeting logistics, and preparation for audits and external visits.

Requirements

3+ years in administrative, front office, customer service, or office management roles.
Strong communication, interpersonal, and customer service skills.
Ability to manage multiple priorities in a fast-paced, GMP-regulated environment.
High level of professionalism, discretion, and attention to detail.
Proficiency with MS Office Suite (Word, Excel, Outlook, PowerPoint).

Responsibilities

Serve as the primary point of contact for all site visitors, ensuring professional and welcoming experience.
Manage visitor check-in/check-out processes in accordance with company policies and security protocols.
Coordinate and escort visitors, including partners, vendors, and regulatory auditors, ensuring proper access and compliance with GMP requirements.
Maintain visitor logs, badges, confidentiality agreements, and required documentation.
Manage expense reports for site leadership and designated staff, including collection of receipts, coding, submission, and reconciliation in alignment with company policies.
Manage daily front office operations including reception coverage, mail handling (incoming and outgoing), and package coordination.
Carries out administrative duties such as filing, typing, copying, binding, scanning, etc.
Maintains office supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies, verifying receipt of supplies.
Ensure the front lobby and meeting rooms are maintained in clean, organized, and audit-ready condition.
Partner with site leadership to schedule meetings, town halls, and site-wide events.
Support preparation of agendas, presentations, and logistics as needed.
Coordinate front-office activities during FDA, State Board, customer, and partner audits.
Ensure auditor accommodation is prepared, including conference rooms, supplies, and documentation access.
Work closely with Quality and Operations teams to facilitate seamless auditor movement and communication flow.
Adhere to confidentiality and audit protocol requirements.
Prepare rooms and materials for internal meetings, external stakeholders, and VIP visits.
Coordinate catering, facility setups, and technology support as needed.
Maintain readiness standards for tour routes, public-facing areas, and presentation spaces.
Provide administrative support for special projects, site initiatives, and communications.
Assist with onboarding activities and visitor orientation materials.