Front Office - Operations Coordinator

Company Description :

Job Summary :

The Front Office-Operations Coordinator is the welcoming face of the organization, responsible for creating warm, professional, and efficient experience for visitors, employees, and partners. In addition to managing front desk operations, this role provides high-level administrative support through coordinating travel arrangements, conference coordination and ensuring seamless logistics across the organization.

Responsibilities :

Guest Experience & Front Desk

• Greet visitors and employees with professionalism and a positive, customer focused attitude
• Answer incoming calls and manage front desk email communications
• Maintain visitor logs, prepare guest badges, and follow organizational security protocols
• Keep the reception area clean, organized, and representative of the company's brand
• Arrange domestic and international travel for staff, including air, hotel, ground transportation, and itineraries
• Ensure travel bookings comply with company policies and budget guidelines
• Monitor travel schedules and adjust plans as needed
• Support planning for onsite and offsite meetings, events, and conferences
• Coordinate vendor services for events (catering, AV, facilities, etc.)
• Assist with registration, materials, travel, and logistics for conference attendees
• Proactively identify issues and take appropriate action to resolve them.
• Recognize guest or staff concerns and respond quickly with appropriate solutions.

Administrative Support

• Sort and distribute mail, packages, and deliveries
• Maintain office supply inventory and place orders as needed
• Assist with document preparation, data entry, and special projects
• Collaborate with HR, Facilities, and other departments on onboarding and internal initiatives

Requirements :

• 2+ years of experience in reception, administrative support, and/or hospitality.
• 1+ years of experience scheduling business travel.
• Excellent communication and customer service skills
• Strong organizational abilities with attention to detail
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams)
• Ability to multitask and manage competing priorities in a fast-paced environment
• Professional appearance and demeanor
• Problem-solving mindset and strong follow-through
• Highly reliable

Education :

Benefits :

While working with OneStaff Medical you will enjoy top-tier benefits such as:

• 401K
• Car Allowance
• Concierge
• Eat Well
• Employee Assistance Program
• Flex Hours
• Free Direct Deposit / Weekly Pay
• Game Rooms
• Gym Privileges
• HealthJoy
• In-House Chiropractor
• In-House Massage Therapist
• Life Insurance
• Long/Short Term Disability
• Pet Insurance

Equal Opportunity Employer