Front Office Coordinator

Everforth ECS is seeking a Front Office Coordinator to work onsite at our Fairfax, VA office. Note: This position is contingent upon additional funding.

Role Overview:

The Front Office Coordinator serves as the first point of contact and the "engine room" of our daily operations at 2700 Prosperity Avenue. The role combines front-desk duties with inventory management, supply ordering, access-control administration, and project-level assistance for facilities, information-technology (IT), and recruiting/hiring initiatives. The Front Office Coordinator ensures that the office environment runs smoothly, that breakroom and supply areas are well-stocked, and that security protocols for suite access are consistently applied. As the Front Office Coordinator, you won't just manage the desk; you'll have a front-row seat to how our business runs. This role offers unique cross-functional exposure, providing you with hands-on learning opportunities related to Facilities, IT inventory management, Program Operations, and Recruiting.

Key Responsibilities

1. Front Desk & Access Control

• Visitor Management: Greet guests, manage sign-in procedures, and provide a professional first impression.
• Security: Manage suite access control, issue temporary badges, and monitor visitor logs to ensure office security is maintained.

1. Meeting Coordination

• Conference Room Management: Oversee the central reservation system for all shared meeting spaces, resolving scheduling conflicts, and ensuring rooms are "reset" (chairs straightened, whiteboards cleared) each day.
• Catering Coordination: Act as the primary point of contact for meeting breakfast/lunch/snack requests; manage external catering orders from placement to delivery, ensuring dietary requirements are met and setups are professional.

1. Supply Chain & Inventory Management

• Stocking: Stock and organize supply closets, pantry areas, and breakroom refrigerators; monitor expiration dates and waste.
• Procurement: Proactively monitor inventory levels and place orders for office supplies, snacks, and beverages within budget.
• Vendor Relations: Coordinate with delivery services and manage relationship with office vendors (coffee, cleaning, Shred-It, etc.).
• Tracking & Budgeting: Maintain an up-to-date "Supply Tracker" spreadsheet, producing monthly reports for budgeting.

1. Facilities & IT Support

• Office Maintenance: Submit Facilities tickets for building maintenance issues.
• Project Assistance: Assist the Program Manager with Facilities and IT projects specific to our building, relating to office moves, hardware deployments, or equipment upgrades.
• Troubleshooting: Act as the first line of contact for minor office maintenance issues or basic AV/IT troubleshooting in conference rooms.
• Space Maintenance: Conduct daily walkthroughs to ensure all equipment (printers, coffee machines) is functional and areas are tidy.

1. General Administrative Support

• Mail & Logistics: Handle all incoming/outgoing mail, shipping (FedEx/UPS), and courier deliveries; working with our in-house Logistics team.
• Event Support: Assist in the setup and breakdown of in-office meetings and company events.
• Reporting: Prepare routine correspondence, presentations, and reports as directed.

1. Team Collaboration & Continuous Improvement

• Identify opportunities to streamline front-desk, inventory, or access-control processes and propose enhancements.
• Provide training to new staff or temporary receptionists on procedures and systems.
• Contribute to a positive workplace culture by promoting courteous, inclusive, and professional interactions with all building occupants.

• US Citizen; ability to obtain a Secret security clearance
• High school diploma or GED
• 2+ years of front-desk or receptionist experience OR 2+ years in an administrative support role with inventory duties
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); ability to learn basic IT troubleshooting
• Ability to lift up to 25 lbs (for stocking/deliveries) and remain active throughout the day
• Strong customer-service orientation and professional demeanor
• Excellent organizational and multitasking abilities; able to prioritize competing tasks
• High attention to detail; accurate data entry and record-keeping
• Discretion and integrity when handling security credentials and confidential information
• Ability to work independently and as part of cross-functional teams