Front Desk Coordinator​/Administrative Assistant

Position

Administrative Assistant/Front Desk Coordinator

Chief of Staff

N/A

Non-Exempt, Hourly/ Overtime Eligible

September 16, 2026

The Administrative Assistant/Front Desk Coordinator is responsible for greeting clients and setting a positive first impression for the organization, as well as providing administrative staff support for a variety of tasks.

• Receive all incoming phone calls through main office phone number. Provide callers with information and/or routes calls to the appropriate team member. Greets visitors.
• Maintain the professional appearance of the reception area, large conference room, and kitchen.

• Receive deliveries and incoming mail and process outgoing mail. Sort for distribution to appropriate team members.

• Order and maintain office and kitchen supplies. Stock paper in copiers.
• Order supplies for postage meter and refill as necessary. Schedule maintenance when needed.
• Coordinate maintenance and repairs on office equipment. Coordinate toner orders and page counts with printer vendor.
• Coordinates building maintenance items with Property Management through the CINC system.

• Distribute subcontractor checks and clear/file lien waivers.
• Assists with filing, preparation of new files and binders, photocopying and scanning.
• Maintains team member phone list.
• Receive earnest money and distribute to Operations Coordinator.
• Assists homeowners with various HOA related questions/tasks (mailbox and pool keys, portal setup, payment questions, clubhouse reservations.)
• Order lunches for meetings, assists with set up as needed.
• Assists other departments (HR, Marketing, Accounting) on special projects as needed.

• Excellent oral and written communication skills.
• Excellent organizational skills.
• Minimum three years of general office experience.
• Proficient in Microsoft Office, including Word, Excel, and Outlook.
• Ability to solve problems and multi-task.
• Willingness to cross-train and assist in a variety of areas.
• Provides a superior customer experience through clear communication and timely responsiveness.
• Exemplify the highest standards of honesty, integrity and ethical conduct.

• Perform tasks requiring manual dexterity (e.g., processing paperwork, filing, stapling, sorting, scanning invoices, etc.)
• May be required to perform occasional light, physical labor.

• Medical insurance with employer paid premium for the employee
• Dental and Vision coverage with employer paid premium for the employee
• LIfe Insurance
  - Basic and Voluntary
• Short and Long Term disability coverage
• 401k Retirement plan with company match
• Paid time off and Paid Holidays
• Pet Insurance Options