Front Office Coordinator

Forrest Johnson•Auburn, AL

1d•Onsite

About The Position

The Front Office Coordinator serves as the central administrative and front-office hub for Pivotal Finance, supporting members of the Partner team while ensuring the office operates smoothly and professionally day to day. As the first point of contact for the firm, this role sets the tone for the Pivotal experience - extending warm, professional hospitality to clients, visitors, and team members alike. This position blends front-desk presence, administrative support, and internal operations coordination. The ideal candidate is detail-oriented, proactive, and naturally organized, with the ability to manage competing priorities, anticipate needs, and handle sensitive information with discretion. Positivity, integrity, confidentiality, and follow-through are essential, as this role plays a key part in keeping the firm running efficiently while supporting both client experience and internal team operations. Candidates with backgrounds as an Administrative Assistant, Front Desk Coordinator, Receptionist, Office Manager, HR Coordinator, Intake Coordinator, Executive Assistant, Office Administrator, Client Services Specialist, Operations Coordinator, Practice Administrator, Patient Services Coordinator, or Intake Specialist may find this role particularly aligned with their experience.

Requirements

High School diploma required; Associate's Degree or equivalent experience is a plus
Dependability and a professional demeanor
Excellent customer service skills
Excellent phone, written, and verbal communication skills
Excellent proofreading, grammar, and punctuation skills
Strong attention to detail and focus on accuracy
Ability to multitask
Ability to work independently and as part of a team
Proficiency in Microsoft Office applications
Competence with technology and learning new software applications, such as workflow software and CRMs
Experience with various office machines: multi-line phone, copier, scanner, and fax

Nice To Haves

Human Resources experience is a plus
Basic Accounting knowledge is a plus
Prior receptionist experience a plus

Responsibilities

Greet office visitors and direct them to the appropriate place
Answer phones in a polite and professional manner, screening and directing calls appropriately
Schedule and prepare for meetings to include reserving rooms and coordinating meals for attendees
Perform a variety of administrative and clerical support tasks, such as sending emails, copying, scanning, filing, and record keeping
Sort and distribute mail, ship and track packages, and keep a detailed record of all outbound mail
Anticipate office supply needs, keeping inventory, ordering, and stocking as needed
Utilize a CRM system to locate, create, and update client records
Assist with event coordination, to include arranging in-house employee celebrations, socials, and an annual off-site Christmas party
Work on special projects, as needed
Coordinate employee onboarding, including workspace setup, new hire kits, workspace readiness and team introductions
Answer employee inquiries regarding company policies, procedures, payroll, and benefits, to include guidance in benefit enrollment
Coordinate open enrollment process, processing benefit-related paperwork and ensuring collection of compliance documents (I-9, W-4, NDAs, e-verify, contracts)