Front Desk Coordinator

Investco Financial Corporation – Sumner, WA

Position:

The Front Desk Coordinator will oversee day-to-day tasks to keep the office running smoothly and will handle general administrative project work. The ideal candidate has a pleasant personality with a dynamic professional attitude that allows them to effectively handle complaints with a solid customer service approach.

Essential Duties & Responsibilities:

  • Presents themselves in a professional, businesslike manner to clients, visitors, customers and the public.
  • Screens incoming calls and correspondence, responds independently when possible, forwards calls to appropriate personnel or department, and manages missed calls/ voicemails. Handles inquiries about the organization and provides callers/senders with appropriate information.
  • Conference room management including confirming reservations, tidying rooms after meetings, resolving conflicts, enforcing end times.
  • Greets guests, offer refreshments, and coordinates connecting visitors with the appropriate personnel.
  • Receives, processes, and routes incoming/outgoing mail. Coordinates pick-up and delivery of express mail services (e.g.: FedEx, UPS, Courier, Certified USPS) and manages the mail room.
  • Maintains general office organization, including supply room & warehouse. Maintains copier/fax machines which includes refilling with paper, toner, staples as needed.
  • Maintains cleanliness of all three kitchens and ensures theyre presentable at all times, including preparing coffee, loading/unloading dishwashers, light dishwashing, restocking kitchen supplies daily (coffee creamers/sugars, soda in refrigerators) coordinating monthly fridge cleaning.
  • Assists with office events and runs errands for office as needed (e.g. dropping off mail, picking up supplies for events, etc.)
  • Works with Asst. Office Manager in inventorying orders.
  • Trains & helps staff on our intranet system & maintains Front Desk handbooks.
  • Creates, maintains, and distributes office calendars and directories.
  • Coordinates office lunches.
  • Exercises discretion and independent judgment with respect to confidential matters for the Company.
  • Carries out responsibilities in accordance with the Company s policies and applicable laws.
  • Assumes additional responsibilities and performs special projects as needed.

  • Education, Training, and Experience:

  • Bachelors or AA Degree preferred.
  • Hospitality experience preferred.
  • 1 to 2 years of relevant administrative/project related experience.
  • Highly proficient in Microsoft Office products.
  • Valid Drivers License and current insurance coverage.
  • Knowledge, Skills, Abilities, and Personal Characteristics:

  • Detail-oriented with a passion for organization. Ability to engage in a variety of tasks simultaneously and to consistently meet deadlines.
  • A team player with the ability to prioritize and manage multiple tasks.
  • Comfortable being the first point of contact for all incoming calls and guests.
  • Sees tasks through until completed. If task is passed off, circles back to confirm solution reached.
  • Ability to work independently, set priorities, and meet deadlines. Also knows when to ask for help and/or guidance.
  • Interacts professionally with employees, owners, lenders, contractors, attorneys, and consultants.
  • Strong written and verbal skills including ability to deliver well-written reports and business correspondence. Ability to present numerical data effectively.
  • Speaks clearly and persuasively in positive and negative situations; listens and gets clarification as needed.
  • Changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
  • Follows instructions, responds to management direction, and takes responsibility for own actions.
  • Identifies and resolves problems in a timely manner; works well in groups in problem solving situations.
  • Ability to read, write, and speak English fluently.
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