Description
We are looking for a Front Desk Coordinator to serve as the first point of contact for visitors and callers. This long-term contract opportunity is ideal for someone who combines strong customer service skills with strong organization and sound judgment in a busy public-facing office. The person in this role will balance reception duties, administrative support, and day-to-day office coordination while creating a welcoming and well-organized experience for both community members and internal staff. This role is 100% onsite, M-F, 7:30am-4:30pm. Must be reliable and punctual.
Responsibilities:
Welcome guests and employees at the front desk, creating a positive first impression and directing each person to the appropriate contact or department.
Respond to general questions from the public, provide front-counter assistance, and guide visitors to the permits team or other staff members when needed.
Manage incoming calls, messages, and visitor flow so inquiries are handled promptly and accurately.
Support clerical operations by updating tracking documents, organizing office materials, and assisting with routine administrative work.
Prepare and distribute mail, including envelope assembly and internal delivery, while ensuring documents are handled carefully and correctly.
Maintain shared office spaces by restocking supplies, keeping the break room orderly, and assisting with basic daily upkeep.
Enter information into internal records and help with seasonal increases in administrative workload, particularly during busier times of the year.
Provide occasional support for community-related administrative projects, which may include reporting tasks, payment handling, or reimbursement support based on access and assignment.
Work closely with administrative team members and leadership to ensure smooth front desk coverage, consistent communication, and reliable office support.
Requirements - Prior experience in a receptionist, front desk, concierge, or other customer-facing administrative role.
Strong communication skills with the ability to interact professionally and confidently with the public and internal staff.
Excellent organization and attention to detail when handling repetitive tasks, records, mail, and office support activities.
Ability to shift comfortably between visitor assistance and clerical responsibilities throughout the day.
Proficiency with Microsoft Word, Outlook, and Teams; familiarity with BS& A software is a plus.
Dependable judgment and professionalism when routing inquiries, managing sensitive interactions, and supporting high-trust tasks.
Availability to work onsite Monday through Friday in Kalamazoo, Michigan in a business casual environment.
A welcoming, consistent, and self-assured approach, including the confidence to ask questions, follow up, and advocate for visitor needs appropriately. TalentMatch®
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