Office Coordinator

Aston Carter•Boise, ID

1d•$23 - $24•Onsite

About The Position

This temporary Receptionist / Front Desk Associate role provides warm, professional front-line support in a busy office environment. You will manage incoming calls and visitors, coordinate meetings and conference rooms, support office events, and provide general administrative assistance to ensure daily operations run smoothly. The initial vision for this role is to support the local office for approximately six weeks, with the possibility of extension.

Requirements

Minimum 2 years of experience working in a professional environment as a receptionist or front desk associate.
Proven administrative support experience in a corporate or professional office setting.
Strong customer service skills with a warm, professional, and courteous demeanor.
Proficiency with Microsoft Outlook, including handling emails and meeting invitations.
Experience using Microsoft Office / MS Suite, including Word and Teams.
Ability to manage calendars and coordinate meetings (calendar management experience preferred).
High school diploma required.
Strong clerical skills, including handling mail, filing, and basic office organization.
Excellent verbal and written communication skills.
Strong attention to detail and ability to maintain a clean and organized workspace.
Ability to multitask, prioritize, and manage time effectively in a busy front desk environment.

Nice To Haves

Bachelor’s degree preferred.
Previous administrative experience in an engineering or consulting environment is highly desirable.
Experience coordinating meetings and events, including ordering and setting up food.
Comfort using office equipment such as speaker systems, audiovisual equipment, and security access tools.
Ability to train and guide interns and other administrative staff on front desk procedures.
Strong problem-solving skills, particularly in resolving conference room and scheduling issues.
Professional, friendly, and approachable presence when interacting with staff, clients, and visitors.
Interest in forming long-term professional relationships and supporting multiple business centers within one office.

Responsibilities

Answer all incoming calls warmly, route them promptly to the appropriate person, and provide courteous customer service at all times.
Greet all visitors, clients, and vendors in a professional and welcoming manner as they arrive at the office.
Announce the start of internal meetings over the speaker system and page employees when necessary.
Maintain a clean, tidy, and organized front desk area at all times.
Oversee the upkeep of all conference rooms throughout the day by pushing in chairs, clearing trash, and properly storing audiovisual equipment.
Maintain sign-out logs and manage the distribution and return of digital cameras, architectural stamps, security access badges, and other general office equipment.
Order food for meetings and events, set it up in designated meeting areas, and ensure food and supplies are removed promptly after meetings.
Assist in planning and facilitating office events, coordinating logistics and support as needed.
Coordinate Lunch & Learn meetings with vendors and schedule invitations to staff using Outlook.
Schedule and coordinate meetings for the office, monitor conference room availability, and proactively resolve conference room scheduling conflicts.
Train other administrative staff and interns on reception desk responsibilities and procedures.
Coordinate reception coverage by utilizing interns and administrative staff for lunch breaks, brief absences, and days off.
Monitor activities at the reception area and promptly notify the Office Manager or Office Leader of any building or security issues.
Provide general backup administrative assistance to staff as time and experience allow, including submitting expense reports, booking travel, assisting with timecard administration, submitting expenditure requests, and performing other administrative tasks as needed.
Receive incoming mail and packages and prepare outgoing mail and packages using FedEx or courier services.
Prepare all packages for overnight delivery and ensure daily pickup of outgoing packages.
Order office supplies through the Staples Advantage account and help maintain appropriate inventory levels.