Front Office Coordinator
About The Position
The Front Office Coordinator is the first point of contact for staff and visitors, representing Newlight in a friendly and professional manner while ensuring front office operations run smoothly and efficiently. The role oversees event planning and execution, office inventory and organization, and assists with scheduling, expense processing, and budget tracking. It is also the main point of contact for vendors related to front office operations. This position works onsite in an office/manufacturing environment. General office spaces have a low-average noise level typical of office settings. The role is full-time, non-exempt, and scheduled Monday through Friday, 8:30 AM to 5:00 PM; overtime may be required as needed to complete assigned work.
Requirements
- At least 2 years of experience as a receptionist or front office coordinator.
- Ability to stay focused in a high-traffic area with doors opening and closing throughout the day.
- Good organizational skills and multitasking abilities.
- Dependability.
- Professional, polite, service-minded team player with a can-do attitude.
- Ability to comprehend established office routines and policies.
- Ability to learn quickly from oral and written instructions and meet deadlines.
- Knowledge of Microsoft Office applications, especially Outlook.
- Strong verbal and written communication skills and grammar.
- Ability to work independently and efficiently.
- Attention to detail.
- Adaptability, foresight, and ability to anticipate.
- Determination and resourcefulness in problem-solving.
- Self-starter who can identify areas for improvement and increase team efficiency.
- Valid and current California driver’s license and insurance, along with reliable transportation.
Responsibilities
- Welcome guests and connect them with the appropriate contact.
- Maintain and troubleshoot the employee and visitor registration system.
- Answer, screen, and direct incoming phone calls.
- Reserve visitor parking spaces as needed.
- Coordinate conference room and visitor calendars and send notifications.
- Place food orders and set up for meetings.
- Plan and execute staff events, including setup.
- Oversee office and kitchen supply inventory at both buildings.
- Implement organization systems throughout offices, break rooms, and reception areas.
- Prepare, schedule, and ensure fulfillment of outgoing front office documents and small package shipments.
- Manage incoming and outgoing correspondence, faxes, mail, and small packages.
- Assist with submitting work orders and scheduling repairs for general office space and equipment.
- Schedule meetings and process expenses for upper management as needed.
- Assist with budget tracking.
- Serve as the main point of contact for front office vendors.
- Provide support for other duties and projects as needed.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
