Front Office Coordinator

Role Summary

With dual line reporting to the CEO/President and SVP & GM Manufacturing operations, the Front Office Coordinator is a key member of the site operations team responsible for managing all front desk activities and ensuring a professional, secure, and well-coordinated environment for employees, visitors, partners, and regulatory agencies. This role serves as the first point of contact for the facility and plays a critical role in supporting site leadership with administrative coordination, meeting logistics, and preparation for audits and external visits.

Responsibilities

• Serve as the primary point of contact for all site visitors, ensuring professional and welcoming experience.
• Manage visitor check-in/check-out processes in accordance with company policies and security protocols.
• Coordinate and escort visitors, including partners, vendors, and regulatory auditors, ensuring proper access and compliance with GMP requirements.
• Maintain visitor logs, badges, confidentiality agreements, and required documentation.
• Manage expense reports for site leadership and designated staff, including collection of receipts, coding, submission, and reconciliation in alignment with company policies.
• Manage daily front office operations including reception coverage, mail handling (incoming and outgoing), and package coordination.
• Carries out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Maintains office supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies, verifying receipt of supplies.
• Ensure the front lobby and meeting rooms are maintained in clean, organized, and audit-ready condition.
• Partner with site leadership to schedule meetings, town halls, and site-wide events.
• Support preparation of agendas, presentations, and logistics as needed.
• Coordinate front-office activities during FDA, State Board, customer, and partner audits.
• Ensure auditor accommodation is prepared, including conference rooms, supplies, and documentation access.
• Work closely with Quality and Operations teams to facilitate seamless auditor movement and communication flow.
• Adhere to confidentiality and audit protocol requirements.
• Prepare rooms and materials for internal meetings, external stakeholders, and VIP visits.
• Coordinate catering, facility setups, and technology support as needed.
• Maintain readiness standards for tour routes, public-facing areas, and presentation spaces.
• Provide administrative support for special projects, site initiatives, and communications.
• Assist with onboarding activities and visitor orientation materials.

Qualifications

• 3+ years in administrative, front office, customer service, or office management roles.
• Strong communication, interpersonal, and customer service skills.
• Ability to manage multiple priorities in a fast-paced, GMP-regulated environment.
• High level of professionalism, discretion, and attention to detail.
• Proficiency with MS Office Suite (Word, Excel, Outlook, PowerPoint).