Front Office Coordinator

Portal Space Systems • Bothell, WA

11d • Onsite

About The Position

Portal Space Systems is seeking a solutions-minded Front Office Coordinator who takes pride in creating a warm, memorable experience for everyone who walks through our doors. This individual will be highly organized, personable, and energized by fast-moving, high-growth environments. As the first face and voice people encounter at a secure facility supporting aerospace operations, the role involves greeting employees, contractors, candidates, visitors, and vendors. Beyond the front desk, responsibilities include keeping the office running smoothly, coordinating logistics, and supporting teams. The role requires genuine hospitality paired with sharp attention to security protocol, confidentiality, and acting as a friendly gatekeeper. This is a full-time, on-site position.

Requirements

• 1+ years of experience in a receptionist, administrative support, customer service, or recruiting coordination role.
• Ability to communicate clearly and professionally in person, over the phone, and in writing.
• Demonstrated organizational and time-management skills necessary to manage multiple tasks and maintain accurate records.
• Proficiency using Microsoft Office (Outlook, Word, Excel) or comparable office software.
• Ability to follow and enforce established access-control, safety, and security procedures.
• Ability to handle confidential or sensitive information with discretion and sound judgment.
• Must be a U.S. person (U.S. citizen, lawful permanent resident, or other protected individual as defined by U.S. law) due to ITAR regulations.

Nice To Haves

• Experience working in a controlled-access, aerospace, defense, government, or technology environment.
• Experience using visitor-management systems, badge-access systems, or other access-control tools.
• Experience coordinating interviews or supporting recruiting or people operations processes – Greenhouse or similar ATS experience a plus.
• Demonstrated ability to maintain professionalism and customer-service quality in fast-paced or high-growth environments.
• Experience supporting executives, engineers, or technical/government-contractor personnel.
• Experience maintaining accurate logs, records, or documentation in an office or operational setting.
• Ability to meet background screening or facility-specific authorization requirements.

Responsibilities

• Welcome and check in employees, contractors, candidates, visitors, and vendors following established facility security procedures.
• Verify identification, maintain accurate visitor logs, and issue temporary badges or access credentials when authorized, including confirming U.S. person status where required.
• Coordinate access approvals with security staff and relevant facility contacts.
• Field and route incoming calls and emails, and respond to general inquiries with professionalism and care.
• Manage incoming and outgoing mail, deliveries, and courier coordination.
• Enforce facility rules and visitor policies with tact and firmness, ensuring compliance without compromising the visitor experience.
• Stay alert to activity in the reception area and flag anything unusual to security promptly.
• Adhere to all access-control, safety, emergency, and security protocols.
• Create an exceptional experience for everyone who walks through the door by welcoming them with warmth, professionalism, and genuine care.
• Be the go-to person at the front desk, answering questions, helping people get where they need to go, and ensuring their experience starts on the right foot.
• Manage daily front desk operations including phones, mail, deliveries, and vendor coordination.
• Keep the office space looking great: organized, stocked, and reflective of the company.
• Support with onboarding logistics so new hires feel excited and prepared on day one.
• Coordinate candidate interviews across multiple teams, ensuring smooth schedules and clear communication.
• Build strong rapport with candidates, helping them feel informed, valued, and supported throughout the process.
• Assist with job postings, candidate tracking, and maintaining clean, accurate information in the ATS.
• Assist with People team projects and administrative tasks as needed.

Benefits

• Consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed