Front Office Administrator

Job Title: Front Office Receptionist / Facilities Services Assistant

Location: Philadelphia, PA (Onsite)

Duration: 12+ Months Contract

Job Overview:

The Facilities Services Assistant – Generalist serves as a key resource for internal and external clients in the office. This role provides reception support, conference room and AV assistance, and general facilities coordination to ensure a professional and efficient workplace environment.

Key Responsibilities:

Reception & Front Desk Support

• Answer and direct incoming calls; manage switchboard operations
• Meet, greet, and announce visitors in a professional manner
• Ensure visitor identification in accordance with security procedures
• Manage visitor seating and hoteling/office space requests

Conference & AV Support

• Assist with conference room scheduling and meeting setup
• Set up and break down meeting rooms for events
• Provide basic troubleshooting and support for audio-visual equipment
• Coordinate catered meals and special meeting equipment when required

Office Facilities & Maintenance

• Help maintain overall office cleanliness and organization
• Monitor the Facilities Services mailbox and respond to requests
• Coordinate with vendors for repairs and maintenance of office equipment and space
• Assist with monitoring facility systems and office walkthroughs for safety or maintenance issues
• Support records retrieval from offsite storage when required

Additional Responsibilities

• Provide backup support for conference center operations
• Assist with mail and courier services (FedEx, UPS, etc.)
• Escalate facilities or print system issues following established protocols
• Participate in special facilities projects as assigned
• Assist with office logistics and administrative tasks

Required Skills & Qualifications

• 2+ years of experience in a professional office environment providing general office support
• Strong reception/front desk experience
• Experience with AV equipment or conference room support
• Experience supporting office maintenance or facilities coordination
• Excellent customer service and interpersonal skills
• Strong organizational and multitasking abilities
• Professional demeanor and communication skills
• Basic knowledge of Microsoft Office Suite and Outlook
• Ability to lift up to 25 lbs and assist with room setup/breakdown when required
• High School diploma or equivalent