Front Office Specialist
- Serve as the first point of contact for guests, clients, and employees—greeting visitors and answering phones in a scripted, professional, and friendly manner.
- Manage front desk operations, including mail and package handling, visitor logs, and security protocols.
- Maintain a tidy and welcoming reception area and lobby.
- Oversee day-to-day office operations, ensuring a clean, organized, and functional workspace throughout.
- Identify and implement process improvements to increase efficiency and productivity.
- Oversee and streamline administrative procedures, systems, and office operations.
- Coordinate meeting room reservations and ensure conference rooms are clean, stocked, and set up appropriately for meetings.
- Manage office supply inventory; order and maintain general office, kitchen, and restroom supplies.
- Prepare reports and presentations as assigned.
- Organize office layout, maintain seating chart.
- Maintain the office condition and coordinate with facilities management to arrange necessary repairs.
- Service as point of contact for fleet vehicle checking in and out.
- Develop, implement, and maintain office policies and procedures.
- Coordinate with cleaning crews and oversee upkeep of general facilities.
- Engage in light cleaning of shared spaces to include wiping off counters, disposing of garbage, etc.
- Asist in internal communications, such as announcements and employee updates.
- Help foster a positive workplace culture by organizing employee recognition programs and wellness initiatives.
- Plan and execute internal events such as team lunches, holiday parties, birthday celebrations, anniversary recognition, and company celebrations.
- Act as a go-to resource for employees, promoting a welcoming and inclusive atmosphere.
- Manage the administration of the corporate giving program.
- Act as a resource to the leadership team by assisting with administrative tasks with a high degree of discretion
- Schedule meetings and manage calendars for staff
- Assist with document preparation, data entry, and reporting as needed
- Provide support for special projects and company-wide initiatives
- Ensure compliance with office policies and support audits and record-keeping
- Manage and coordinate administrative procedures and systems
- Maintain confidentiality and handle sensitive information with professionalism
- Run errands as needed (post office, bank, food pick up, etc.)
- Work under pressure with numerous interruptions
- Communicate with a high level of confidentiality and discretion.
- Additional duties as assigned
- 3-5 years’ experience as a receptionist or front office manager
- Knowledge of office administrator responsibilities, systems, and procedures
- Mastery of MS Office (MS Excel, MS Forms, MS Teams, and MS Outlook, in particular)
- Demonstrated ability for problem solving, creative thinking, and a proactivity
- Hands-on experience with office machines (e.g., printers, badge making equipment, and fax machines)
- Excellent time management skills and ability to multitask and prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Experience in event planning is preferred
- High school diploma required.
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