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Front Office Coordinator

3 months ago

St Paul, United States American Engineering Testing Full time
Job Summary

The Front Office Coordinator at AET will be responsible for managing the reception area, greeting clients and visitors, handling incoming calls, and providing administrative support to ensure the efficient operation of the office. The role requires excellent communication and organizational skills, attention to detail, and the ability to multitask.

Essential Duties and Responsibilities

Reasonable accommodations or workable solutions may be made to enable individuals with disabilities to perform essential functions.
  • Greet and direct clients and visitors in a professional and friendly manner.
  • Answer and route incoming calls, taking messages as needed.
  • Maintain the reception area, ensuring it is clean and organized.
  • Assist with administrative tasks such as filing, data entry, and shipping and receiving, and mail distribution.
  • Coordinate office supplies, ordering, and maintaining inventory.
  • Support the administrative team with various projects and tasks.
  • Ensure compliance with company policies and procedures.
  • Accept deliveries according to written procedures, prepare out-going deliveries for shipment.
  • Verify accuracy of documents pertaining to accounting component assigned.
  • Assist departments with typing, copying, preparing out-going mail and other miscellaneous administrative duties as priorities and deadlines dictate and/or allow.
Supervisory Responsibility

None

Qualifications and Education Requirements
  • Experience in a similar role, preferably in an engineering or technical environment.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Strong organizational and multitasking abilities.
  • Excellent communication and interpersonal skills.
  • Ability to work independently and as part of a team.
  • Ability to use discretion in giving out information to visitors, telephone callers and personnel.
  • Ability to maintain confidentiality of clients.
  • Ability to work a busy multi-line phone system, including accurately transferring phone calls and taking messages as necessary.
Preferred Skills
  • Use Microsoft Word, Excel and other software that is necessary to assure accurate and timely performance of duties.
  • Punctual, accurate work habits, accurate detail work, good organizational skills.
  • Organize, multi-task and prioritize work to meet time requirements and ensure productive use of available working hours.
  • Implement the Front Desk Emergency Plan, if needed.


Work Environment

This job primarily operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. This position will occasionally be required to operate in a field environment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands or fingers, handle or feel; and reach with hands and arms. The employee is occasionally required to sit; climb or balance, and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

AAP/EEO Statement

It is the policy of AET to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.