Logistics Management Specialist

The Work-Life Group•Bethesda, MD

10d•$55,000 - $69,000•Onsite

About The Position

The Front Office & Logistics Coordinator serves as the primary point of contact for employees, visitors, vendors, and other stakeholders at the client site. This position is responsible for maintaining a professional, welcoming, secure, and well-organized office environment through effective reception coverage, supply management, facilities coordination, administrative physical-security support, and onsite logistics. The role also provides short-term logistics support to ensure materials, equipment, deliveries, and other operational resources are received, tracked, stored, and distributed appropriately. The ideal candidate is highly organized, service-oriented, discreet, and comfortable balancing routine administrative responsibilities with time-sensitive onsite needs.

Requirements

High school diploma or equivalent.
2 or more years of experience in office administration, reception, facilities coordination, logistics, security administration, or a related field.
Demonstrated ability to provide professional customer service in a client-facing environment.
Strong organizational skills and attention to detail.
Ability to manage multiple priorities and respond appropriately to time-sensitive requests.
Strong written and verbal communication skills.
Sound judgment and the ability to handle confidential or sensitive information with discretion.
Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
Ability to work independently while coordinating effectively with employees, vendors, security personnel, and client representatives.
Ability to work onsite during established business hours.

Responsibilities

Serve as the first point of contact for employees, visitors, vendors, and client representatives.
Greet visitors professionally and follow established visitor registration, badging, escort, and access procedures.
Monitor the reception area and maintain a professional, organized, and welcoming environment.
Answer, screen, and route incoming telephone calls and general inquiries.
Coordinate conference room scheduling and assist with room setup for meetings, interviews, and client visits.
Receive, sort, distribute, and prepare incoming and outgoing mail and packages.
Provide general administrative support to onsite leadership and employees as needed.
Monitor office, kitchen, conference room, and operational supply levels.
Order supplies within established budgets and approval processes.
Maintain accurate supply inventories and identify anticipated replenishment needs.
Coordinate with building management, maintenance personnel, cleaning services, and other vendors.
Submit and track facilities-related service requests through completion.
Help maintain orderly common areas, storage spaces, conference rooms, and supply areas.
Support employee workspaces, office moves, equipment setup, and other onsite operational needs.
Follow and reinforce established client-site physical-security and access-control procedures.
Support visitor registration, monitor entrances, reception areas, and visitor activity within the scope of assigned responsibilities.
Verify that visitors and vendors have appropriate authorization before receiving site access.
Maintain visitor logs, access records, key inventories, and other required security documentation.
Coordinate with the Facility Security Officer, site security personnel, client representatives, or designated leadership regarding access issues or potential security concerns.
Promptly report lost badges, unauthorized access attempts, suspicious activity, security incidents, or procedural violations.
Protect sensitive, proprietary, personally identifiable, and client information encountered through the position.
Support emergency preparedness activities, including maintaining contact lists, accountability rosters, and evacuation materials.
Perform only those security functions for which the employee has been trained and authorized; immediately escalate matters requiring formal security authority.
Maintain accurate records, trackers, calendars, contact lists, and standard operating procedures.
Prepare routine reports and status updates concerning supplies, facilities requests, visitor activity, shipments, and outstanding actions.
Assist with onboarding and offboarding logistics, including workspace readiness, badges, equipment coordination, and supply distribution.
Identify opportunities to improve front-office, supply, security, and logistics processes.
Perform other related duties in support of client-site operations.