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Front Desk Coordinator

2 months ago

Louisville, Kentucky, United States Vaco Full time
Job Summary

Vaco is seeking a highly organized and detail-oriented Front Desk Administrator to provide exceptional customer service and administrative support to our team.

Key Responsibilities
  • Front Desk Operations: Greet visitors and guests with a warm and welcoming demeanor, managing incoming inquiries and directing them to the appropriate staff members or departments.
  • Visitor Management: Register and sign in visitors, issue visitor badges, and notify employees of guest arrivals, ensuring adherence to security protocols.
  • Administrative Support: Provide administrative assistance to various departments, including scheduling appointments, booking conference rooms, arranging travel accommodations, and preparing meeting materials.
  • Mail and Package Handling: Receive, sort, and distribute incoming mail and packages, preparing outgoing mail and packages for shipping with accurate postage and delivery.
  • Office Supplies Management: Monitor and replenish office supplies, including stationery, printer supplies, and kitchen supplies, coordinating with vendors and suppliers for timely delivery and stock availability.
  • Facilities Management: Maintain the cleanliness and organization of the reception area, lobby, and common areas, coordinating with building management for maintenance and repairs as needed.
  • Data Entry and Recordkeeping: Enter and update information in databases, spreadsheets, and other systems, maintaining accurate and up-to-date records of visitor logs, employee directories, and other relevant documents.
  • Meeting and Event Support: Assist in the coordination and execution of meetings, conferences, and events, including room setup, audiovisual equipment setup, catering arrangements, and attendee coordination.
  • Safety and Security: Monitor and enforce security procedures, including access control and visitor registration, responding to emergencies and security incidents promptly and effectively.
  • Ad Hoc Projects: Assist with special projects and tasks as assigned by management, demonstrating flexibility and willingness to contribute to the team's success.
Equal Employment Opportunity

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com.

Vaco also wants all applicants to know their rights that workplace discrimination is illegal.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:

  • the individual's skill sets, experience and training;
  • licensure and certification requirements;
  • office location and other geographic considerations;
  • other business and organizational needs.

With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.