Front Desk Coordinator

Overview

The Front Desk Coordinator is responsible for managing front office reception and administrative duties to ensure smooth daily operations and a professional first impression. This includes greeting guests, answering phones, handling inquiries, managing mail and deliveries, and supporting general administrative functions.

• Answer the central telephone system and direct calls accordingly.
• Manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain a professional image.
• Receive the public and answer questions, in person and by telephone; respond to inquiries from employees, citizens and others and refer, when necessary, to the appropriate person, official or department.
• Prepare outgoing mail; sort and distribute parceled mail as needed.
• Assist the public and guests with the use of facilities to ensure a safe comfortable experience.
• Complete and maintain inventory of supplies, daily logs, directories and other administrative support documents as needed.
• Oversee and maintain the room reservation, equipment and vehicle usage process.
• Manage meeting room access and vehicle keys.
• Maintain office forms and procedures, and assist with administrative tasks as assigned.
• Manage check‑in systems for staff and visitors.
• Distribute equipment to staff as needed.
• Keep secure logs and distribute vendor checks as needed.
• Receive and secure incoming and outgoing mail and deliveries.
• Coordinate overall administrative activities for the Front Office.
• Participate as needed in special department projects.
• Operate listed office machines as required (e.g., printers, fax, scanner).

• Ability to sit or stand for extended periods.
• Ability to work extended hours with a computer.
• Ability to lift up to 50 lbs.

• High school diploma or GED with additional coursework or training in general office practices.
• 3 to 5 years of progressively responsible experience in a related administrative or front desk role, or an equivalent combination of education and experience.
• Proficiency in Google Workspace (including Gmail, Calendar, Docs, and Sheets).

• Experience with Grand stream IP phone systems (minimum 1 year).
• Experience working with Lexmark All‑In‑One printers (minimum 1 year).

• Clear, professional verbal and written communication skills.
• Friendly, approachable, and responsive customer service style toward internal and external stakeholders.
• Ability to manage multiple tasks, prioritize, and stay detail‑oriented.
• Skilled at handling several duties simultaneously without losing focus.
• Resourceful in resolving issues or directing inquiries appropriately.
• Comfortable using office software (Google Workspace), phones, and printers.
• Maintains a positive, polished demeanor and represents the organization well.
• Trusted to handle sensitive information with discretion.
• Adaptable to shifting priorities, new systems, or changes in workflow.
• Reliable, punctual, and consistent in attendance and performance.

This job description is not intended to be an exhaustive list of duties and responsibilities and may change at any time with or without notice, to meet the needs of the organization.

IMAN is an Equal Employment Opportunity (EEO) Employer. Veterans and individuals with disabilities are encouraged to apply. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.