Front Office Coordinator

hace 4 días

San Juan, San Juan, Puerto Rico Aireko A tiempo completo
Company Overview

Aireko is a dynamic organization seeking a highly skilled Front Office Coordinator to join our team. The ideal candidate will possess excellent communication and organizational skills, with the ability to multitask and prioritize tasks effectively.

Job Description

This role requires a proactive individual who can maintain a welcoming atmosphere for guests and provide administrative support across the organization. The successful candidate will be responsible for managing the front desk, including greeting and welcoming guests, answering telephone calls, and coordinating mail and delivery services.

Key Responsibilities
  • Greeting and Welcoming Guests: Ensure that all guests are attended to promptly, directing them to the appropriate person or department.
  • Telephone Management: Answer, screen, and forward any incoming phone calls while providing basic information as needed.
  • Mail and Delivery Coordination: Receive and sort daily mail/deliveries/couriers, ensuring timely distribution within the office and handling outgoing mail and packages.
  • Appointment Scheduling: Schedule and manage appointments for staff, ensuring that meeting rooms and equipment are prepared.
  • Document Organization: Assist with filing, photocopying, transcribing, and faxing for various departments.
  • Inventory Control: Keep an inventory of front desk supplies and order replacements as required.
  • Liaison Role: Work closely with other administrative staff and act as a liaison between the construction staff and clients when needed.
  • Data Entry: Enter and update information within our internal database, ensuring accuracy and integrity of the data.
  • Safety Protocols: Maintain awareness of site-specific safety protocols, especially when coordinating visits or tours.
  • Additional Tasks: Perform other clerical receptionist duties such as maintaining cleanliness in reception area, assisting with organizing company events, and other tasks as needed.
Requirements
  • Education: High School Diploma or equivalent.
  • Additional Qualifications: Additional qualifications in Office Administration or a related field will be a plus.
  • Experience: Proven work experience as a Receptionist, Front Office Representative, or similar role.
  • Construction Environment: Experience in a construction environment is a plus.
  • Communication Skills: Excellent written and verbal communication skills.
  • Bilingual: Spanish and English.
  • Technical Skills: Familiarity with office gadgets and applications (e.g., e-calendars, copy machines, fax machines, etc.).
  • Organizational Skills: Ability to multitask and prioritize tasks.
  • Customer Service: Strong customer service attitude with an ability to interact with clients, vendors, and internal teams.
  • Problem Solving: Ability to address emergencies or unexpected challenges with calm and poise.

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