Front Desk Coordinator & Receptionist

Role Summary

The Front Desk Coordinator & Receptionist will create a positive first impression and ensure smooth daily operations at our biotech company. The role involves greeting visitors, managing reception and administration, coordinating internal communications, handling urgent situations, and supporting events and security procedures.

Responsibilities

• Brand Representation: Serve as the first point of contact for visitors, embodying the company's brand and values through professional and personable interactions
• Visitor Management: Greet and assist visitors, clients, and vendors with a warm and professional demeanor. Manage visitor logs and ensure proper check-in procedures
• Internal Communication: Develop a thorough understanding of company personnel and departments to effectively direct inquiries and visitors to the appropriate contacts
• Urgent Response Coordination: Act as a key liaison during critical situations, including FDA visits and other urgent matters. Know and implement the correct procedures to ensure smooth and efficient handling
• Administrative Support: Perform general administrative duties including answering and directing phone calls, managing emails, scheduling appointments, and handling mail distribution
• Office Maintenance: Ensure the front desk area and common spaces are kept clean, organized, and stocked with necessary supplies
• Security Compliance: Monitor and enforce building security protocols, including issuing visitor badges and managing access to secure areas
• Event Coordination: Assist in organizing and coordinating internal and external events, meetings, and conferences as required
• Problem-Solving: Address and resolve visitor issues or inquiries in a timely and professional manner, escalating to management when necessary

Qualifications

• Preferred: Professionalism: Strong interpersonal skills with the ability to represent the company's brand positively and professionally
• Preferred: Organizational Knowledge: Ability to quickly learn and understand company structure, key personnel, and organizational procedures
• Preferred: Crisis Management: Experience or aptitude for handling urgent and sensitive situations with poise and efficiency
• Preferred: Communication Skills: Excellent verbal and written communication skills, with a focus on clarity and diplomacy
• Preferred: Technical Proficiency: Proficiency in office software (e.g., MS Office Suite) and familiarity with office equipment (e.g., phone systems, printers)
• Preferred: Attention to Detail: High level of accuracy and attention to detail in managing tasks and maintaining records
• Preferred: Adaptability: Flexible and able to manage multiple tasks and priorities in a fast-paced environment
• Preferred: High school diploma or equivalent work experience
• Preferred: Proven experience in a receptionist or service-oriented role
• Preferred: Ability and commitment to work on-site five days per week

Skills

• Strong interpersonal and professional communication
• Quick learner with ability to understand organizational structure
• Ability to handle urgent and sensitive situations with poise
• Clear and diplomatic written and verbal communication
• Proficiency in MS Office and familiarity with office equipment
• Attention to detail and accuracy in task management
• Adaptability in a fast-paced environment

Education

• High school diploma or equivalent work experience
• Proven experience in a receptionist or service-oriented role
• Ability and commitment to work on-site five days per week