Front Office Coordinator

Job description

The Front Office Coordinator is responsible for overall front desk activities, providing in-person customer support, and triaging and responding to workplace inquiries via JIRA and Slack.

Reception:

• Greet office visitors and ensure they are properly checked in (i.e. Visitor Lanyards)
• Proactively provide resources to office visitors connecting them with WIFI info, offering refreshments, answering questions, and arranging transportation for candidates after their interviews
• Work with Corporate Security to plan for arrival and smooth check-in experiences for VIP and event guests
• Work with the client hosts and internal partner teams. (eg CorpSec, Events) to ensure adherence to the clients visitor policies
• Inspects reception equipment to ensure good operating condition (iPads, parking validation machines, screens, telephones etc.)
• Ordering and restocking office supplies as needed
• Maintains clean, neat, and orderly appearance of reception area at all times
• Store luggage and coats using site protocol
• Validate parking and support relevant parking equipment as applicable
• In offices where we have phones, answers telephone in friendly, professional manner
• Creates, maintains and updates a file of services including transportation sources, accommodations, and referral contacts
• Ensure approved music playlists are being used
• Manage any lost and found returned to the front desk when Security is not present to log items
• Manage the auditing process of items that expire in our Lost and Found past our 90 Day window
• Manage all approved literature or magazines in the reception
• Manage any swag or pins provided to employees as required
• Manage incoming mail and provide assistance with outgoing mail as needed
• Ensure relevant invoices are submitted in a timely manner

Customer support:

• Ensure prompt and positive responses aligned with the Client expectations of customer support and protocol to office incidents and requests
• Ensure all Jira tickets are answered within the SLAs, respond to and manage all tier 1 tickets, ensure tier 2 and tier 3 Jira tickets are appropriately triaged within the SLA
• Monitor #workplace Slack channel and respond to site specific questions
• Monitor #[OFFICE] Slack channel and respond to workplace questions
• Respond to ad hoc Slack notifications from Employees about Workplace or site specific questions redirecting to appropriate resources or channels as necessary
• Act as a point of contact for Employees seeking help navigating all aspects of their workplace; both in-person and by email/Slack