Front Office Administrator

The Front Office Administrator is the first impression for incoming visitors, employees, vendors, and guests. This is a highly visible role and requires someone that can be a culture ambassador and juggle multiple tasks.

The essential functions include, but are not limited to the following:

• Oversee day-to-day office operations and procedures.
• Oversees process for executing business contracts and operational agreements, i.e, signatures, uploading to drive, etc.
• New Employee liaison to ensure new hires have equipment, business cards, phones, office badges, etc.
• Manage office logistics for guests/vendors, customers, and employees.
• Receive guests, vendors, customers, and employees at the receptionist desk.
• Manage the relationship with the building property management office and landlord; manage communications between office management, landlord, and employees.
• Coordinate repair and maintenance for office equipment with IT and outside vendors.
• Book, manage, and coordinate conference rooms for business meetings, including ensuring supplies are provided, catering is arranged, etc.
• Coordinate monthly employee events.
• Order and maintain office supplies, ensure inventory is maintained and distributed for office staff.
• Liaison with visitors to coordinate logistics for hotel rooms, transportation, ordering lunch, etc.
• Collect and distribute mail from corporate office mailbox and manage and ensure delivery of outgoing mail.
• Coordinate and supervise the assembly, packaging, and shipping of all outgoing UPS, FedEx, DHL packages.
• Manage and interact with external vendors, including catering companies for on-site meetings, equipment service companies, etc.
• Supervise distribution of supplies for break rooms, private spaces, and meeting spaces.
• Designated as the company Fire Marshall, ensures first responders are contacted for in-office emergencies.
• Monitor and manage secure doors to allow entry for all visitors.
• Manage and distribute incoming shipments for onsite executives.
• Print, obtain ink and mail initial TPA or PMP Licenses; annual and Insurance Maintenance Tax/Assessment Reports, Registration and/or Exemption with States (SOS, DOI and Comptroller); annual Insurance Tax/Assessment Reports for various corporations. signatures, scan,

• 3-5 years’ experience in highly visible and cross-functional role.
• Ability to interface with multiple levels of the organization, vendors, and clients.
• Maintain a professional and calm demeanor in high-paced environment.