Front Office Coordinator

Schedule: Monday – Friday, Standard Business Hours (occasional overtime or weekend coordination as needed)

Professional Testing is a psychometric consulting firm headquartered in Orlando, Florida. We specialize in developing, administering, and managing licensure and certification exam programs across various industries. Our services also include program audits, accreditation support, policy development, governance, and ethics management.

The Company is seeking a Front Desk Coordinator who will greet guests, answer all department phone lines, receive and send mail, coordinate internal meetings, handle the administrative activities described below, and perform other tasks as requested. As the company's primary face, this role requires maintaining a highly polished, professional appearance and demeanor at all times. The individual must be proactive, have a strong work ethic, operate with discretion (zero gossip), and excel with minimal supervision.

Must be able to work under the direction of the manager to meet assignment needs, including office events and activities. As an active, self-driven professional, the Front Office Coordinator is expected to take ownership of administrative backlogs, maintain immaculate office spaces, and proactively assist the Office Manager and other staff with recurring operational tasks. We value resourcefulness, mindfulness, attention to detail, and strong collaboration.

The Front Office Coordinator will serve as the “Front Office” point of contact and liaison to the company when welcoming clients, subject matter experts, and employees. This position requires exemplary customer service for all individuals, both internal (staff) and external (customers/visitors); timely responses to all incoming inquiries, including follow-up, problem-solving, and attention to detail; and acting as the primary front desk coordinator.

The Front Office Coordinator answers calls, routes calls, and takes messages (or routes them to a voicemail system) for the entire office.

The Front Office Coordinator is responsible for the organization and general neatness of the reception, lobby area, and conference rooms, and reviews the Conference Room reservation calendar and Master Calendar each day to prepare for visitors.

The Front Office Coordinator obtains office and meeting-room supplies, including but not limited to refreshments, snacks, writing utensils, and kitchen supplies. They also serve as the Office Manager's primary backup for inventory management, including retrieving necessary office supplies from off-site or secondary storage as needed.

In coordination with other staff, the Front Office Coordinator sets up meeting rooms with general supplies; tests lighting, equipment, screens, and sound; and lays out all necessary materials as requested. This setup ensures meeting spaces are properly arranged, with power (via extension cords or live outlets) and internet connectivity available at every workstation. The Front Office Coordinator assists the Meeting Facilitator with ordering catering/food via EZ Cater.

The Front Office Coordinator also ensures all scheduled meals, snacks, and refreshments are replenished throughout meetings, including continuously brewing fresh coffee. At the conclusion of all meetings, the Front Office Coordinator clears each meeting room and sets up for the next meeting, as appropriate. The Front Office Coordinator assists with all requests from meeting facilitators and provides customer service to all guests (validating parking, printing boarding passes, etc.).

Lastly, the Front Office Coordinator works with the Meeting…