Key Responsibilities and Required Skills for Front of House Coordinator

🎯 Role Definition

As our Front of House Coordinator, you are the first point of contact and the face of our company. You will own the reception experience, ensuring every interaction reflects our commitment to excellence and hospitality. Beyond greeting guests, you will be the linchpin of our daily office operations, managing administrative tasks, coordinating workplace services, and fostering a positive and productive environment. This role is perfect for a highly organized, proactive, and personable individual who thrives on creating seamless experiences and being the go-to resource for the entire office.

📈 Career Progression

Typical Career Path

Entry Point From:

Receptionist / Senior Receptionist
Administrative Assistant
Hospitality Professional (e.g., Hotel Front Desk, Concierge)

Advancement To:

Office Manager
Executive Assistant
Workplace Experience Manager

Lateral Moves:

Events Coordinator
Facilities Coordinator

Core Responsibilities

Primary Functions

Act as the primary ambassador for the company, greeting all employees, clients, candidates, and visitors with a high level of professionalism and warmth.
Manage the main reception desk, ensuring it is immaculate, organized, and fully operational throughout business hours.
Oversee all incoming communications, including answering a multi-line phone system, screening and directing calls, and taking detailed messages.
Handle the end-to-end process for all mail and packages, including sorting, distributing incoming items, and preparing outgoing shipments with various couriers.
Master the conference room booking system, managing schedules, resolving conflicts, and ensuring rooms are prepared and stocked for meetings.
Maintain the pristine appearance and functionality of the reception area, conference rooms, and all common spaces, including kitchens and lounges.
Serve as the first line of security by managing the visitor registration system (e.g., Envoy), issuing access badges, and ensuring all visitors comply with company protocols.
Provide a concierge-level service to guests, including arranging transportation, providing local recommendations, and assisting with any immediate needs.
Act as the central point of contact for all employee inquiries regarding office operations, facilities, and workplace services.
Manage the inventory of all office and kitchen supplies, anticipating needs, placing orders, and stocking supply stations to ensure resources are always available.
Liaise directly with building management to report and track maintenance issues, coordinate contractor access, and stay informed of building-wide notices.
Support the onboarding process for new hires by preparing their desk setup, creating access badges, and providing a warm welcome and office orientation.

Secondary Functions

Provide foundational administrative support to various departments for special projects, including data entry, document preparation, and scheduling.
Assist the events team or Office Manager in the planning, coordination, and execution of internal company events, meetings, and client functions.
Coordinate with external vendors, such as catering services, plant maintenance, and cleaning crews, to ensure services are delivered to a high standard.
Process and code invoices related to front-of-house operations, office supplies, and facilities, ensuring timely submission to the finance department.
Maintain and update internal contact lists, seating charts, and other essential office directories to ensure accuracy.
Conduct regular walkthroughs of the office space to proactively identify maintenance needs, safety hazards, or areas for improvement.
Manage the distribution and collection of company property, such as temporary loaner laptops, keys, and other equipment.
Contribute to the development and implementation of new office procedures and policies to improve efficiency and the overall employee experience.

Required Skills & Competencies

Hard Skills (Technical)

Microsoft Office Suite: Advanced proficiency in Outlook, Word, and Excel for scheduling, communication, and basic data management.
Google Workspace: Competency with Gmail, Calendar, Docs, and Sheets for collaboration and administrative tasks.
Visitor Management Systems: Prior experience using systems like Envoy, Traction Guest, or similar platforms to manage visitor flow and security.
Multi-line Phone Systems: Expertise in operating complex phone systems, routing calls efficiently and professionally.
Basic IT Troubleshooting: Ability to resolve common issues with office equipment like printers, copiers, and video conferencing systems.
Resource & Room Scheduling Software: Experience with tools used for booking desks and meeting rooms.

Soft Skills

Exceptional Communication: Articulate, professional, and clear verbal and written communication skills with a friendly and approachable demeanor.
Customer Service Excellence: A genuine passion for providing outstanding service and creating positive experiences for others.
Organizational Prowess: Superior ability to multitask, prioritize competing demands, and manage time effectively in a fast-paced environment.
Proactive Problem-Solving: The foresight to anticipate needs and the initiative to independently find solutions to challenges as they arise.
Impeccable Attention to Detail: A commitment to accuracy and thoroughness in all tasks, from managing schedules to maintaining the office appearance.
Professionalism & Discretion: Ability to handle confidential information with the utmost discretion and maintain a polished, professional presence at all times.
Adaptability & Poise: The capacity to remain calm, composed, and flexible when faced with unexpected situations or changing priorities.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Hospitality Management
Business Administration
Communications

Experience Requirements

Typical Experience Range: 2-5 years of experience in a front-of-house, administrative, or customer-facing role within a professional setting.

Preferred: Direct experience as a Front of House Coordinator, Office Coordinator, or Senior Receptionist in a dynamic corporate, tech, or professional services environment is highly desirable.