Front Office Coordinator

ECS Tech Inc•Fairfax, VA

9h•Onsite

About The Position

The Front Office Coordinator serves as the first point of contact and the "engine room" of our daily operations at 2700 Prosperity Avenue. The role combines front-desk duties with inventory management, supply ordering, access-control administration, and project-level assistance for facilities, information-technology (IT), and recruiting/hiring initiatives. The Front Office Coordinator ensures that the office environment runs smoothly, that breakroom and supply areas are well-stocked, and that security protocols for suite access are consistently applied. This role offers unique cross-functional exposure, providing hands-on learning opportunities related to Facilities, IT inventory management, Program Operations, and Recruiting.

Requirements

US Citizen; ability to obtain a Secret security clearance
High school diploma or GED
2+ years of front-desk or receptionist experience OR 2+ years in an administrative support role with inventory duties
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); ability to learn basic IT troubleshooting
Ability to lift up to 25 lbs (for stocking/deliveries) and remain active throughout the day
Strong customer-service orientation and professional demeanor
Excellent organizational and multitasking abilities; able to prioritize competing tasks
High attention to detail; accurate data entry and record-keeping
Discretion and integrity when handling security credentials and confidential information
Ability to work independently and as part of cross-functional teams

Responsibilities

Greet guests, manage sign-in procedures, and provide a professional first impression.
Manage suite access control, issue temporary badges, and monitor visitor logs to ensure office security is maintained.
Oversee the central reservation system for all shared meeting spaces, resolving scheduling conflicts, and ensuring rooms are "reset" (chairs straightened, whiteboards cleared) each day.
Act as the primary point of contact for meeting breakfast/lunch/snack requests; manage external catering orders from placement to delivery, ensuring dietary requirements are met and setups are professional.
Stock and organize supply closets, pantry areas, and breakroom refrigerators; monitor expiration dates and waste.
Proactively monitor inventory levels and place orders for office supplies, snacks, and beverages within budget.
Coordinate with delivery services and manage relationship with office vendors (coffee, cleaning, Shred-It, etc.).
Maintain an up-to-date “Supply Tracker” spreadsheet, producing monthly reports for budgeting.
Submit Facilities tickets for building maintenance issues.
Assist the Program Manager with Facilities and IT projects specific to our building, relating to office moves, hardware deployments, or equipment upgrades.
Act as the first line of contact for minor office maintenance issues or basic AV/IT troubleshooting in conference rooms.
Conduct daily walkthroughs to ensure all equipment (printers, coffee machines) is functional and areas are tidy.
Handle all incoming/outgoing mail, shipping (FedEx/UPS), and courier deliveries; working with our in-house Logistics team.
Assist in the setup and breakdown of in-office meetings and company events.
Prepare routine correspondence, presentations, and reports as directed.
Identify opportunities to streamline front-desk, inventory, or access-control processes and propose enhancements.
Provide training to new staff or temporary receptionists on procedures and systems.
Contribute to a positive workplace culture by promoting courteous, inclusive, and professional interactions with all building occupants.