Front Desk & Office Coordinator

Job Summary

We are seeking a reliable, organized, and detail-oriented Front Desk & Office Coordinator to serve as the face and operational backbone of our office. In this multi-faceted role, you will welcome guests, manage incoming mail and packages, and handle the scanning, indexing, and digital filing of physical documents.

The ideal candidate is professional, dependable, comfortable with office technology, and capable of balancing customer service with structured administrative tasks. This position requires strong organizational skills, attention to detail, discretion when handling confidential information, and the ability to prioritize multiple tasks in a fast-paced office environment.

Core Responsibilities

Reception & Visitor Management

• Welcome and greet visitors, clients, vendors, and employees upon arrival with a professional and courteous demeanor.
• Manage incoming phone calls, route calls to the appropriate personnel, and take messages when necessary.
• Maintain a clean, organized, welcoming, and presentable reception area.
• Assist visitors with sign-in procedures and provide directions or other general assistance as needed.
• Notify appropriate employees when visitors or deliveries arrive.

Document Scanning & Digitization

• Prepare paper documents for scanning by removing staples, unbinding documents, flattening pages, and organizing files into appropriate batches.
• Operate high-volume commercial scanners to digitize files, correspondence, invoices, and other business documents into PDF or other electronic formats.
• Review scanned images for quality, clarity, orientation, and page completeness.
• Rescan documents when images are incomplete, unclear, or otherwise do not meet established quality standards.
• Index, label, and upload digital files into the central document management system following established naming conventions and procedures.
• Maintain accurate electronic filing systems and ensure documents are stored in the appropriate locations.

Mailroom & Logistics

• Sort and distribute daily incoming physical mail, letters, packages, and deliveries to designated departments or employee mailboxes.
• Prepare and process outgoing mail, packages, and other shipments.
• Coordinate with shipping carriers and delivery services as needed.
• Maintain records of packages, shipments, and other deliveries when required.
• Receive office supplies, equipment, and other deliveries and ensure they are distributed appropriately.
• Assist with organizing and maintaining mailroom and storage areas.

Office & Administrative Support

• Provide general administrative support to various departments as assigned.
• Assist with copying, printing, filing, organizing, and preparing documents.
• Maintain organized physical and electronic filing systems.
• Assist with preparing documents, forms, reports, and correspondence.
• Support office projects, meetings, events, and other administrative activities.

Required Qualifications

• High school diploma or equivalent.
• Previous experience in an office, reception, administrative support, mailroom, records management, or similar environment.
• Strong organizational skills and attention to detail.