Front Office Coordinator

Job Summary – Front Office Coordinator

We are looking for a friendly, ambitious, and welcoming person to join our growing firm and grow along with it. You will greet clients, visitors, and team members when they arrive at the Dalton office ensuring smooth day to day operations. Job duties include answering phones and emails, entering information into our database, organizing files, and making copies. This role requires exceptional organizational and communications skills, as well as the ability to manage multiple tasks.

Duties and Responsibilities

• Greet and welcome guests with professionalism and a friendly demeanor
• Direct visitors to the appropriate office or conference room
• Set up, break down, organize, and maintain the conference room
• Answer, screen, and direct phone calls, emails and other inquiries to the appropriate person
• Oversee mail deliveries, packages, and couriers
• Provide basic and accurate company information in-person and via phone/email
• Update calendars and schedule meetings
• Perform clerical duties, maintain files, and organize documents
• Monitor front desk and comply with all security procedures for visitors
• Maintain office supplies inventory, ensuring the office is well-stocked and organized
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Respond to sponsorship requests, ensuring proper communication and approval processes are followed
• Work with the Marketing and Communication Manager to support the coordination of events, and sponsorships
• Keep BMM’s social media profiles active and engaging by posting up to date information

Professional Growth

As important a role as this is, it has historically been a path for new teammates to learn the industry and determine where in the company they’d like to share their value. While that’s not necessary, it’s an opportunity for both of us.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision. The employee must also be able to occasionally drive or walk to events and appointments.

Skills and Qualifications

• Proven work experience as a Receptionist, Front Office Representative, or similar role
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Professional attitude and appearance
• Ability to be resourceful and proactive when issues arise
• Multitasking and time-management skills, with the ability to prioritize tasks
• Proficient with Microsoft Office Suite (Word, PowerPoint, and Excel)
• Excellent time management and communication skills
• Ability to work independently and collaboratively in a team environment
• Willingness to learn and to grow with the company