Corporate Assistant & Facilities Coordinator

 

About Us  

Interface Systems is a leading managed service provider delivering business security, managed network, UCaaS, and business intelligence solutions to distributed enterprises. We enhance security, streamline connectivity, optimize operations and reduce IT costs, maximizing ROI for the nation’s top brands. Our company vision is to enable enterprises to innovate faster and adapt to market forces. We bring this to life through our mission of inspiring B2C enterprises to deliver amazing customer experiences by safeguarding people and assets, enabling seamless connectivity solutions, and uncovering business insights.  

 

Overview 

The Corporate Assistant & Facilities Coordinator serves as the face of the organization, providing exceptional customer service and administrative support to executives, employees, clients, and visitors. This role is responsible for managing front desk operations, facilities, coordinating executive support activities, and partnering with various departments to assist with strategic initiatives, special projects, and organizational programs. The ideal candidate is highly professional, organized, proactive, and capable of managing competing priorities in a fast-paced environment.

This position is 100% onsite, Monday through Friday, 8:00 AM–5:00 PM. 

 

Responsibilities 

• Serve as the primary point of contact for visitors, clients, vendors, and employees, creating a welcoming and professional experience.
• Manage reception area operations, including visitor check-in procedures, office security protocols, and meeting room coordination.
• Answer, screen, and direct incoming calls and inquiries.
• Support senior leaders with calendar management, meeting scheduling, travel arrangements, and expense reporting as needed.
• Coordinate team meetings, including logistics, catering, and room setup.
• Assist department leaders with key organizational projects and strategic initiatives.
• Coordinate project schedules, timelines, deliverables, and communications.
• Partner with Human Resources, Finance, Operations, IT, and other departments to support business priorities.
• Manage office supplies, vendor relationships, and facility-related requests.
• Coordinate company events, employee meetings, training sessions, and recognition activities.
• Support onboarding logistics for new employees, including workspace preparation and coordination with internal teams.
• Manage and oversee all Certificates of insurance
• Demonstrate professionalism, discretion, and sound judgment in all interactions.
• Act as a resource and problem-solver for employees and visitors.
• Handle incoming and outgoing mail and distribute to appropriate departments in a timely manner

 

Qualifications 

• 3+ years of experience in executive support, office administration, reception, or project coordination.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to prioritize multiple projects and deadlines while maintaining attention to detail. 

 

 

EEO Statement  

Interface Systems will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The contractor will take affirmative action to ensure that applicants are employed and that employees are treated during employment, without regard to their race, color, religion, sex, age, sexual orientation, gender identity, national origin, status as a protected veteran, or individual with a disability. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer, recruitment, or recruitment advertising; layoff or termination; for rates of pay or other forms of compensation; and selection for training, including apprenticeship.   
  
Interface Systems will, in all solicitations or advertisements for employees placed by or on behalf of the Interface Systems, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, status as a protected veteran, or individual with a disability.   

 

Interface Systems is an Equal Employment Opportunity employer - all qualified applicants/employees will receive consideration for employment without regard to that individual’s age, race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender, gender identity, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer, recruitment, or recruitment advertising; layoff or termination; for rates of pay or other forms of compensation; and selection for training, including apprenticeship.  

If you need assistance or an accommodation in completing this application or during any phase of the interview process due to a disability, please contact us at [email protected]. Any information will be treated as confidential and only used for the purpose of determining an appropriate accommodation as part of the recruiting process.