Front Office Coordinator

Job Type

Full Time




75 Arlington Street
3rd Floor
United States


Job Description


Title: Front Office Coordinator

Department: Strategy and Operations

Reports To:  Senior Manager, Facility and Events Operations

FLSA Classification: Non-Exempt  FTE: 1

Supervises:  None


Position Summary:

The Front Office Coordinator will relay incoming and interoffice calls, handle incoming mail and provide a welcoming environment.  This position supports the Operations team by processing invoices, overseeing furniture set up for events and assists with event logistics and needs as directed.


Essential Functions:

  • Responsible for punctual daily opening and/or closing of office, including phone system;
  • Answers and directs incoming calls on switchboard;
  • Greets all visitors courteously, determines their needs, and directs them to the proper person, conference room, and/or office;
  • Serves as back up to Operations Coordinator in overseeing  Foundation’s conference center; handles day to day group needs when necessary;
  • Assists with event set up ensuring proper furniture placement and other event logistics;
  • Receives, sorts and distributes mail;
  • Keeps front desk, reception area, and front conference rooms neat and organized;
  • Updates the Foundation’s extension listing for all staff in a timely manner;
  • Maintains and updates front desk resource book;
  • Places work order requests to building management;
  • Sets up new hires using new hire checklist;
  • Provides Audio Visual assistance and space management to internal and external groups;
  • Records TBF holiday messages on main voicemail line and makes sure that the correct message is playing; 
  • Oversees event-related invoices, including American Express expense account;
  • Arranges for courier service for entire staff; and
  • Trains temporary receptionists and new administrative staff that will act as relief as needed.

Other Duties and Responsibilities:

  • Individuals assigned to this position may perform other duties as assigned.




Preparation, Knowledge, Previous Experience:

  • 1-3 years related work experience in a professional environment;
  • High School or G.E.D completion required.


Skills, Abilities, Competencies:

  • Courteous, efficient telephone manner;
  • Interpersonal skills and ability to deal effectively with others in person or on the telephone;
  • Excellent verbal and written communication skills;
  • Microsoft Office proficiency: Word, Excel and Outlook;
  • Audio Visual skills preferred;
  • Experience answering multi-line telephone system and fielding calls;
  • Exhibit a ‘can-do’ attitude;
  • Ability to work under the pressure of tight deadlines;
  • Ability to make decisions about how to manage and organize own workload;
  • Ability to collaboratively work;
  • Ability to critically assess situations and find solutions;
  • Ability to receive feedback in a positive manner;
  • Participative work style;
  • Professional interpersonal style; and
  • Ability to interact well with a diverse range of people.


Working Conditions & Physical Demands: examples below

  • Ability to sit for long periods of time;
  • Ability to work at a PC/desktop for long periods; and
  • Ability to lift 5-10 pounds regularly, 15-20 occasionally.

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

All applications should be submitted online.  

Go to and select Front Office Coordinator to complete our online application process.

Diversity candidates are strongly encouraged to apply. Equal Opportunity Employer.