Career Opportunities

Position: Administrative Assistant/Front Desk Coordinator

Position: Administrative Assistant/Front Desk Coordinator
Reports to: Chief of Staff
Direct Reports: N/A
Exempt Status: Non-Exempt, Hourly/ Overtime Eligible
Date Last Updated: January 27, 2026

Overview

The Administrative Assistant/Front Desk Coordinator is responsible for greeting clients and setting a positive first impression for the organization, as well as providing administrative staff support for a variety of tasks.

Major Responsibilities

Reception

• Receive all incoming phone calls through main office phone number. Provide callers with information and/or routes calls to the appropriate team member. Greets visitors.
• Maintain the professional appearance of the reception area, large conference room, and kitchen.

Mail and Deliveries

• Receive deliveries and incoming mail and process outgoing mail. Sort for distribution to appropriate team members.

Supplies and Maintenance

• Order and maintain office and kitchen supplies. Stock paper in copiers.
• Order supplies for postage meter and refill as necessary. Schedule maintenance when needed.
• Coordinate maintenance and repairs on office equipment. Coordinate toner orders and page counts with printer vendor.
• Coordinates building maintenance items with Property Management through the CINC system.

General Administrative

• Distribute subcontractor checks and clear/file lien waivers.
• Assists with filing, preparation of new files and binders, photocopying and scanning.
• Maintains team member phone list.
• Receive earnest money and distribute to Operations Coordinator.
• Assists homeowners with various HOA related questions/tasks (mailbox and pool keys, portal setup, payment questions, clubhouse reservations.)
• Order lunches for meetings, assists with set up as needed.
• Assists other departments (HR, Marketing, Accounting) on special projects as needed.

Knowledge and Skill Requirements

• Excellent oral and written communication skills.
• Excellent organizational skills.
• Minimum three years of general office experience.
• Proficient in Microsoft Office, including Word, Excel, and Outlook.
• Ability to solve problems and multi-task.
• Willingness to cross-train and assist in a variety of areas.
• Provides a superior customer experience through clear communication and timely responsiveness.
• Exemplify the highest standards of honesty, integrity and ethical conduct.

Physical Demands

• Perform tasks requiring manual dexterity (e.g., processing paperwork, filing, stapling, sorting, scanning invoices, etc.)
• May be required to perform occasional light, physical labor.

Benefits

• Medical insurance with two plan options
• Dental and vision coverage
• Life insurance
• Short and long term disability coverage
• 401k retirement plan
• Paid time off and paid holidays
• Pet insurance options