Front Desk Coordinator

About the Opportunity

The Front Desk Coordinator is the first point of contact for visitors, clients, and employees, and serves as the operational hub for front-of-house and office support functions. This role is responsible for visitor management and security compliance, guest hospitality, mail/shipping coordination, kitchen and supply management, and lunch coordination. This position requires professionalism, discretion, and strict adherence to visitor control procedures consistent with facility security requirements.

Duties and Responsibilities

Front Desk & Visitor Management

• Greet all visitors, employees, and vendors in a professional and welcoming manner
• Verify visitor identity via valid, government-issued photo ID; ensure all visitors sign in and sign out per facility visitor log/security protocol; and issue/collect visitor badges as required
• Notify the designated host immediately via message/chat/email/phone upon guest arrival
• Direct guests to the coffee/tea station and seat them in the lobby or the appropriate scheduled conference room, monitoring the room booking calendar to confirm assignments and avoid conflicts
• Maintain a professional, secure, and organized reception/lobby area at all times, and maintain visitor logs in accordance with company security/compliance requirements
• Serve as the primary point of contact for the Reston office, the go-to resource for employees' questions about the space, day-to-day logistics, and office norms

Mail & Shipping

• Receive, log, and distribute incoming mail and packages
• Prepare, process, and track outgoing shipments (e.g., FedEx, UPS, USPS, courier services)
• Maintain shipping/receiving logs and resolve delivery discrepancies

Kitchen & Supplies Management

• Stock and maintain kitchen supplies (coffee, tea, snacks, paper goods, utensils, etc.)
• Monitor inventory levels and place orders for kitchen and general office supplies as needed
• Maintain cleanliness and organization of kitchen/break room areas
• Set up and break down weekly office lunches (tables, serving stations, cleanup)
• Coordinate and place weekly lunch orders for the office, managing dietary restrictions, and vendor relationships
• Order and coordinate lunch/catering for ad hoc office meetings, client visits, and events as requested, managing dietary restrictions, and delivery timing

General Administrative & Facility Support

• Assist with scheduling and calendar coordination for shared spaces
• Maintain office equipment (printers/copiers) and coordinate service calls or supply replenishment
• Assist with facility escorting, safety checks, or light facilities coordination
• Support other administrative tasks and special projects as assigned

Qualifications and Skills

• High school diploma or equivalent required
• 1–3+ years of experience in a front desk, reception, office coordination, or hospitality role
• Strong verbal and written communication skills
• Excellent customer service and interpersonal skills
• Highly organized with strong attention to detail, particularly regarding ID verification and visitor log accuracy
• Ability to multitask in a fast-paced environment
• Proficiency in Microsoft Office (Outlook, Word, Excel) and visitor management/badging systems
• Discretion in handling sensitive information
• Must be able to obtain and maintain a Top Secret clearance

Physical Requirements

• Ability to sit/stand at a front desk for extended periods
• Ability to lift/move light packages and supplies (up to ~25 lbs)
• Ability to move throughout office/facility to escort guests and manage kitchen/supply areas