Front Desk Coordinator

Job Purpose:

The Front Desk Coordinator is part of the Global Operations team and plays a key role in creating a welcoming and safe environment for the 150 employees in our New York office, as well as regular visiting employees from throughout the U.S. and our global offices. The New York office manages around 50 events annually including board meetings, team meetings, week-long team retreats and special events such as the “Vital Talks” series. The Front Desk Coordinator is responsible for supporting regular in-office events and works closely with the Senior Facilities and Operations Manager to ensure that major events run smoothly including guest check-ins, setting up spaces and assisting with catering.

This is a full-time position based in our New York office, where a 5-day-per-week IN-office schedule is required. Vital Strategies offers highly competitive compensation and comprehensive benefits. The salary range for this position is $55,000 to $63,000 USD USD. The candidate must have authorization to work legally in the US at the time of hire.

Duties and Responsibilities:

• Responsible for covering reception duties between 8.30 AM and 5.00 PM (EST) Monday through Friday and establishing a clear and effective coverage roster to manage lunch breaks and other absences.

• Take charge of reception duties, ensuring a friendly and professional first point of contact.

Engagement & Support - 

• Actively engage with everyone entering our premises, offering a warm welcome and guidance on office protocols.

• Be the go-to person for assistance, creating a positive and helpful atmosphere.

Facility Safety - 

• Uphold safety standards by diligently maintaining visitation logs and keycard assignments.

• Serve as the primary contact for incidents, promptly coordinating with the necessary teams to ensure a safe and secure environment.

Operational Excellence - 

• Collaborate with colleagues to keep common areas pristine and functional, enhancing the workplace experience.

• Monitor and respond to facility requests, demonstrating excellent problem-solving skills and efficient management.

• Monitor and promptly respond to all assigned email and phone mail inquiries, including Vital Strategies' main reception and facilities accounts and Zendesk.

Event Management - 

• Play a key role in in-office events, from guest check-ins to setting up spaces and assisting with catering.

• Work closely with the Senior Facilities Manager on major events, ensuring everything runs smoothly and upholds our high standards.

General Administration - 

• Manage mail and deliveries meticulously, keeping the mail room organized and efficient.

• Handle the main switchboard professionally, ensuring all calls are directed appropriately.

• Monitor daily kitchen equipment and supplies to ensure coffee machines, refrigerators, and dishwashers are maintained, in working condition, clean and well-stocked.

• Organizes and maintains on-site office storage areas. Coordinates any larger storage needs with Vital Strategies’ offsite storage company.

Supply & Inventory Management - 

• Keep our office well-stocked and organized, from kitchen supplies to office materials, ensuring a well-equipped and pleasant working environment. update the inventory system to ensure supplies are always fully stocked and do not deplete.

• Proactively manage inventory, liaising with vendors and handling purchases and deliveries accurately and efficiently.

Onboarding & Offboarding Support - 

• Prepare facilities for new team members, creating a welcoming and well-organized onboarding experience.

• Assist in offboarding, ensuring a smooth transition for departing staff.

Global Operations Team Support - 

• Provide administrative support on special projects within Global Operations Team.

• Performs other duties as assigned.

Qualifications:

Skills and Abilities - 

• Excellent customer service and interpersonal skills

• Proficiency in MS Office (Excel, Word, and PowerPoint, in particular). Knowledge of Monday.com is a plus

• Attention to detail and problem-solving skills

• Excellent time management skills and the ability to prioritize work

• Knowledge of office management systems and procedures

• Strong organizational skills with the ability to multi-task

• Excellent written, and verbal communication and follow-up skills

Experience:

Required - 

• At least three years of professional experience in a relevant business field

• Customer Service experience

Preferred - 

• Experience of facilities management

• Experience of front desk coordination and providing a friendly and professional first point of contact

Working Conditions and Physical Requirements:

• It is a requirement of this position to be on-site full-time at the NYC Vital office.

• This position may include lifting, moving, or carrying office furniture and equipment up to 30 lbs.

• Business casual dress is required; during special events, business attire preferred.

• Ability to sit at a desk for long periods.

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