Front Desk Coordinator

3 days ago

Charlotte, North Carolina, United States horizon investments Full time $45,000 - $60,000 per year

Horizon is seeking a highly organized and professional Front Desk Coordinator and Office Manager.

To be successful in this position, you must have a pleasant and outgoing personality. This individual must be capable of interacting and working effectively with senior executives, departmental leads, employees throughout Horizon, as well as, external business partners and other industry contacts. This is an in-office position based in our Charlotte, NC location.

Front Desk & Office Coordination

  • Serve as the go-to point of contact for general office needs and facilities requests.
  • Welcome and greet all visitors, vendors, and clients warmly and professionally - quickly determining the nature of business and announcing visitors to appropriate internal parties.
  • Manage multi-line phone system, screen/direct calls, and respond to inquiries.
  • Oversee the cleanliness, organization, and stocking of common areas including breakrooms, kitchen, and conference rooms.
  • Receive, sort, and deliver mail to the appropriate recipient. Prepare outgoing mail, labels and shipments.
  • Assist with printing, photocopying, binding, faxing, filing, data entry, and other administrative duties as requested.
  • Maintain updated records and receipts of all office supplies and catering purchases for monthly expense report.
  • Manage conference room calendars and electronic conference scheduling devices.
  • Ensure all kitchen food items and office supplies are well stocked and organized.
  • Assist with executing on logistics for meetings, company events, and social gatherings as assigned.
  • Order weekly catering and grocery delivery for the office in addition to requests from other departments or large meetings/events.
  • Order and maintain office and breakroom supplies for all areas of the firm.
  • Facilitate information flow, including email, phones, voicemail, key reports, and other messages in a timely manner.
  • Various tasks to prepare for new employees, including preparing training materials and ordering key cards.
  • Schedule firm-wide meetings (e.g. Monday Morning Meetings, Quarterly Town Halls)
  • Organize firm-wide office events (e.g. monthly celebrations, national holiday celebrations)
  • Prepare Quarterly Materials for the Sales Team (e.g. send bound Webcast Decks to Regional Directors)

Qualifications and Competencies

  • Experience in administrative, reception, or executive assistant roles-preferably in a professional services or finance environment.
  • Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and Google Workspace (Gmail, Calendar, Sheets, Docs, Slides).
  • Strong written and verbal communication skills including professional phone etiquette.
  • Excellent interpersonal skills with the ability to effectively and professionally interact with internal and external business partners and staff at all levels.
  • Exceptional organizational skills including ability to prioritize and coordinate multiple tasks and projects to successful completion with ease and little to no supervision.
  • Responds promptly to shifts in direction, priorities and schedules.
  • A team player who embodies Horizon's values: Community, Unity, Ingenuity, Gratitude, and Fun.

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