Front Office Coordinator

Location: North Weedsport

Front Office CoordinatorFLSA Status:
Full Time / Non-Exempt

Reports To:

HRPay Range: $20 - $25 / hour

Schedule:

Monday 7:30AM - 4PM ;
Tuesday - Friday 8AM - 4:30

PMJob purpose

The Front Office Coordinator serves as the first point of contact for visitors, employees, drivers, customers, vendors, and business partners. This role is responsible for creating a professional, welcoming, and organized front-office experience while supporting daily administrative operations.

Essential Duties and Responsibilities Front Desk & Visitor Management Serve as the primary receptionist and first point of contact for all visitors and callers.

Answer, screen, and direct incoming phone calls in a professional and courteous manner.

Maintain an accurate and up-to-date company phone directory.

Welcome visitors, vendors, candidates, and contractors upon arrival.

Manage visitor sign-in procedures and issue visitor badges as required.

Ensure visitors are directed to the appropriate department or meeting location.

Maintain front lobby and reception areas in a professional and organized manner.

Monitor building access and assist with visitor security protocols.

Driver & New Hire Orientation Support Coordinate the arrival and check-in process for new drivers and employees attending orientation.

Notify hiring managers, trainers, orientation coordinators, and department representatives of arrivals.

Ensure orientation attendees are properly signed in and directed to the appropriate location.

Prepare orientation materials, welcome packets, and supplies as needed.

Serve as a resource for visitors and new hires during the onboarding process.

Coordinate Driver Care Center lodging arrangements and room reservations for drivers as needed.

Mail & Office Services Administration Receive, sort, and distribute incoming mail, packages, and deliveries to the appropriate departments.

Process and prepare outgoing mail, overnight shipments, and other correspondence.

Maintain shipping records and coordinate with shipping vendors when necessary.

Ensure timely and accurate handling of all company mailing activities.

Provide general administrative and clerical support, including filing, document preparation, scanning, and other office functions.

Event Coordination Coordinate company meetings, employee events, recognition programs, celebrations, and other internal activities.

Assist with vendor communications, catering, room setup, scheduling, and logistics.

Track event details and support successful execution from planning through completion.

Promote employee engagement initiatives and workplace culture activities.

Inventory Management Maintain inventory levels for:

Company merchandise

Orientation materials

Office supplies

Promotional items

Monitor stock levels and reorder supplies as needed.

Maintain accurate inventory records and provide reporting when requested.

Company Merchandise Store Administration Serve as the primary administrator for the company merchandise store.

Coordinate with merchandise vendors and representatives regarding products and availability.

Maintain current and accurate merchandise listings.

Monitor inventory and assist with employee merchandise requests.

Ensure the online store remains updated and reflects current company offerings.

Administrative Support Maintain accurate office records and departmental directories.

Support company communications and administrative projects as assigned.

Assist with data entry, reporting, scheduling, and document management.

Maintain confidentiality of employee and company information.

Perform additional duties as assigned to support office operations and company objectives.

Benefits:

Meritain Aetna (offer two health insurance plans)
Company Sponsored HRA card Colonial Supplemental Voluntary plans (accident, medical…