Front Desk Coordinator

The Front Desk Coordinator owns visitor management as part of the office security compliance function, serving as the primary point of accountability for front-of-house operations and facility support. This role exercises independent judgment in managing visitor control procedures, guest hospitality, mail/shipping operations, kitchen and supply management, and office lunch programs. The Coordinator is responsible for developing, implementing, and continuously improving the processes that govern these functions, ensuring consistent adherence to facility security requirements and exercising discretion in interpreting and applying visitor control protocols to a range of situations.

Duties and Responsibilities

• Serves as the primary point of contact for all visitors, employees, and vendors, setting the professional tone and standard for guest interactions across the office
• Owns visitor identity verification and compliance with facility security protocols, independently evaluating and resolving situations involving incomplete or questionable documentation, sign-in/sign-out discrepancies, and badge issuance/collection and create process for escalation when necessary
• Exercises independent judgment in escorting guests through secure environments, determining appropriate routing, timing, and handling based on visitor type, host availability, and facility security considerations
• Designs and maintains the notification workflow for host arrival alerts, ensuring efficient communication across the office
• Manages the conference room and lobby assignment process end-to-end, resolving scheduling conflicts and making independent decisions on space allocation
• Owns the integrity, accuracy, and audit-readiness of visitor logs, and is accountable for the overall security posture and organization of the reception/lobby area
• Manages end-to-end mail and shipping operations, including receiving, logging, and distributing incoming items, processing and tracking outgoing shipments, and maintaining logs while resolving delivery discrepancies
• Owns administrative security support functions, including security/escorting judgment calls, and leading or supporting special projects with independent judgment.

Qualifications and Skills

• High school diploma or equivalent required
• 1+ years of experience in a front desk, reception, office coordination, or hospitality role
• Strong verbal and written communication skills
• Excellent customer service and interpersonal skills
• Highly organized with strong attention to detail, particularly regarding ID verification and visitor log accuracy
• Ability to multitask in a fast-paced environment
• Proficiency in Microsoft Office (Outlook, Word, Excel) and visitor management/badging systems
• Discretion in handling sensitive information
• Notary certification strongly preferred; willingness to obtain notary commission required

Physical Requirements

• Ability to sit/stand at a front desk for extended periods
• Ability to lift/move light packages and supplies (up to ~25 lbs)
• Ability to move throughout office/facility to escort guests and manage kitchen/supply areas