[ref. h93223016] Philadelphia - Front Desk Coordinator

We are offering a contract to hire employment opportunity for a Front Desk Coordinator role based in Philadelphia, Pennsylvania. As a Front Desk Coordinator, you will be working in a bustling environment, where your main role will be to manage front desk operations, coordinate meetings, handle correspondence, and provide stellar customer service.

Responsibilities:

• Manage the reception area, welcoming visitors, determine the nature of their business, and direct them to the relevant personnel
• Effectively handle incoming telephone calls, understanding the purpose of the call, and redirecting to the appropriate department or personnel
• Provide accurate information about the organization to callers, including address, directions, and other relevant details
• Maintain a systematic record of voice mail messages and forward them to the appropriate personnel
• Manage the office's eFax account, assisting users, sending faxes, and routing incoming faxes
• Coordinate the use of conference rooms, including setting up and breaking down for client and employee meetings
• Work closely with vendors for ordering supplies, catering for meetings, and making travel arrangements
• Coordinate building maintenance with management and assist the office manager with daily tasks and events
• Assist in maintaining and updating office files, including the administrative manual
• Assist management in maintaining orderly correspondence and communications required for administering projects and serving clients
• Assist in the retrieval of archived boxes from off-site storage as necessary
• Maintain a calendar of group personnel attendance and events deadlines
• Assist with promotional campaigns such as open houses and client mailings
• Assist Human Resources department in the scheduling of performance reviews and the on-boarding process of new hires in the organization
• Create and monitor welcome board for visitors and new hires
• Update, organize and manage protocol for security identification badges for employees as well as clients
• Assist with company morale events such as company picnics, holiday toast, holiday party, etc.
• Minimum of 2+ years of experience in a similar role or in the field of administrative assistance
• Proficiency in using Microsoft Office Suite, including Excel, Outlook, and Word
• Strong customer service skills and experience in a customer-facing role
• Ability to efficiently manage a multi-line phone system
• Experience with data entry and maintaining organized files
• Excellent interpersonal skills, with the ability to communicate effectively with diverse individuals
• Familiarity with providing concierge services or similar duties
• Ability to work effectively in a fast-paced environment, managing multiple tasks and deadlines
• High attention to detail and accuracy in all tasks performed
• Proven problem-solving abilities and initiative in resolving issues as they arise
• Strong commitment to maintaining confidentiality and handling sensitive information with discretion.

Please contact Hayley Master at 215.568.4580 and reference Job #03720-0013077683