Front Desk Coordinator

This position is based in Los Angeles, California and reports to the Manager of Executive Administration & Facilities. This position is responsible for coordinating employee and management requests in relationship to the office. This position oversees the facility and all things associated with maintaining a safe, operational, clean, and well stocked office. The ideal candidate will be highly motivated, patient, have a strong sense of urgency and excellent customer service skills. In addition, this role is very visible internally and externally, so the ideal candidate will have a strong desire to build relationships with a variety of personality types while understanding that everything they do and support enables the success and continued functioning of the business.  This role will also spend part of their shift at the reception desk.  The Front Desk Coordinator will serve as the face of SDI welcoming, directing and announcing all guests, visitors and clients when they arrive. The Coordinator will welcome all persons in a manner that creates a sense of comfort and optimal customer service for all.

 

This role will also provide administrative support to staff and executives with regard to receiving calls, mail, guests and general inquiries.

Duties and Responsibilities

 

Kitchen/Pantries (3) – Daily reset every morning (and as needed)

  • Put clean dishes in cupboards (from dishwasher and/or drying rack)
  • Put dirty dishes in the dishwasher (if in sink)
  • Refill/restock tea, coffee, sugar, stirrers, creamer, dish soap, hand soap, paper towels (as needed)
  • Rotate and/or empty coffee pots (that are low/cooking)
  • Monitor coffee hot plates and ensure they’re off if no liquid in pots
  • Check that all trash/recycling have been properly emptied by cleaning staff
  • Empty water from sponge holders in kitchen and pantries
  • Empty water from fridge water catcher (wipe up floor, fridge, etc.)
  • Wipe down excess water on counters
  • Reset table centerpieces, including napkins, utensils, salt & pepper
  • Reset table, chairs and stools
  • Monitor refrigerator maintenance (filters, etc.)
  • Clean and reset after bagels (Friday only)

 

Conference/Meeting Rooms – Daily reset every morning (and as needed)

  • Reset each room in morning (and as needed), including straightening chairs, removing unnecessary items and trash, etc.
  • Print and replace room calendar (4 in total)

 

Reception

  • Serve as primary back up for receptionist, covering lunches, breaks and vacation days (when temporary staffing isn’t necessary)
  • Deliver or notify package recipients of packages received at reception
  • Pickup mail and deliver mail to employees/departments

 

Maintenance/Facilities Requests

  • Liaise with landlord and building engineers regarding repairs to the suite, air conditioning, plumbing, cleaning crew and other office/building related matters (via landlord portal)
  • Manage internal facility help-desk tickets from employees
  • Liaise with HR on employee ergonomic requests to ensure consistent approach to approvals and authorized devices purchased.

 

Keys & Key Cards

  • Distribute and duplicate door keys as needed
  • Maintain master list of door keys
  • Retain master keys in safe for easy access and duplication

 

Office Supplies

  • Monitor, order and stock office supplies, including but not limited to tea, coffee, plastic utensils, paper plates, paper towels, napkins, dish soap, hand soap, sponges, Post-Its, pens, highlighters, notepads, printer paper, paper clips, binder clips, folders, printer ink, furniture and other office/kitchen supplies
  • Supply receipts and invoices to Finance
  • Refill/restock supplies, including paper, pens, etc.
  • Check copiers/printers for confidential printouts left behind by owner
  • Check and ink/toner and report to IT as needed

 

Vendors

    • Schedule, communicate with, receive and escort all vendors
    • Code vendor invoices for Finance
    • Vendors include but are not limited to FirstChoice (coffee), Canteen, Full Circle Recycling (blue shred bins), Servicon (janitorial), Hines (landlord and building engineers), Iron Mountain, Office Depot, Canon, Costco, Fed Ex, DHL, plumbing, HVAC, electrical, e-waste, media shredding, bagel company (every Friday), pizza company (every Thursday), etc.
    • Ensure that all vendors have current certificates of insurance

 

Parking & Validations

  • Monitor validation usage
  • Refill/stock validations via check requests to Finance
  • Communicate with two parking garages (SP+ and Ameripark)

 

Safety

  • Ensure that all fire extinguishers, flashlights and first aid supplies are properly maintained
  • Conduct safety inspections and write up safety inspection report in compliance with OSHA requirements
  • Facilitate emergency preparedness annual training with HR and other business unit leaders
  • Participate in Company-wide safety training for employees to include but not limited to:

o   Fire Drills

o   Earthquake Evacuations

 

Other/General

    • Manage headphone supply and distribute to new employees as needed

 

  • Collaborate with HR, Executive Assistant and/or Regional Committee with special projects and events, such as:
    • Employee of the month (cake and ice cream
    • Halloween
    • Thanksgiving Potluck
    • Holiday Party
  • Maintain office signage (name/number placards)
  • Coordinate office moves
  • Purchase new microwaves when they break (under warrantee)
  • Coordinate removal of large furniture and junk items as needed
  • Serve as primary back up for receptionist, covering lunches, breaks and vacation days (when temporary staffing isn’t necessary)

Reception

  • Accept and deliver all mail, packages and food deliveries.
  • Maintain a professional, safe, and inviting working environment by keeping the office clean and organized.
  • Ensure the office is secured during holiday times.
  • Acting as a resource for Account Representatives and junior positions, providing guidance and advice; answering questions.
  • Must build strong working relationships within department, company and with clients.
  • Answer phones and operate a switchboard.
  • Route calls to specific people.
  • Answer inquiries about company.
  • Greet visitors warmly and make sure they are comfortable.
  • Call persons waiting for visitor and book them a room to meet in.
  • Schedule meetings and conference rooms.
  • Make coffee and set out food.
  • Ensure reception area is tidy.
  • Coordinate mail flow in and out of office.
  • Coordinate office activities.
  • Handle phone calls from people calling in sick.
  • Gather personal and insurance information.
  • Hand out employee applications.
  • Arrange appointments.
  • Cash out people when necessary.
  • Validate parking tickets.
  • Give visitors badges and direct them to where they can sign in.
  • Issue parking passes.
  • Send email and faxes.
  • Collect and distribute parcels and other mail.
  • Perform basic bookkeeping, filing, and clerical duties.
  • Prepare travel vouchers.
  • Take and relay messages.
  • Update appointment calendars.
  • Schedule follow-up appointments.
  • Screen and respond to incoming calls, forward calls as appropriate and correspondence with employees as necessary; greet clients and visitors.
  • Serve as back-up for calendaring and scheduling.
  • Efficiently handle administrative functions as assigned; employee of the month celebration, office events, etc.
  • Provide support and assistance to Executive Assistant and employees as needed.
  • Distribute incoming mail & FedEx packages and prepare outgoing mail for shipping.
  • Adheres to company policies and procedures.
  • Adheres to full-time schedule and hours of work rules and requirements.
  • Performs other related duties, as assigned.

 

Must be able to demonstrate:

  • Excellent communication skills
  • Excellent negotiation skills
  • Good technical understanding
  • Ability to quickly grasp complex subject matters
  • Ability to work to tight deadlines and under pressure
  • Self-motivation
  • Proactivity
  • Ability to work independently and on own initiative
  • Ability to be an excellent team player
  • Good time management skills
  • Excellent organizational skills
  • Strong interpersonal skills
  • Good attention to detail
  • Excellent problem-solving skills
  • Enthusiastic and willing to learn

 

Qualifications and Experience

  • 1 -2 years of experience in customer service, facilities management and/or office management role.
  • Strong customer service skills, follow through and ability to act as the office expert for new hires and existing employees on all things related to the facility
  • Possess general computer skills including a working- knowledge of Microsoft Office and Outlook
  • Strong organizational skills and meticulous attention to detail
  • Ability to remain calm under pressure; adhere to deadlines and execute on tasks
  • Demonstrate a pleasant, professional demeanour at all times
  • Professionally interface with all levels of the organization, as well as high-profile individuals, clients and vendors
  • Must be able to sit for prolonged periods of time

 

Physical Demands

  • Ability to continuously stand or walk.
  • Ability to bend, squat, climb stairs and lift frequently.
  • Ability to lift up to 25 pounds occasionally.
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