Associate Facilities Coordinator (R5455)

Shield; Oslo; On-site; NOK 420,000 - 620,000; Full time

Job summary

Shield AI seeks a Front Desk Coordinator to be the first point of contact for visitors, clients, and employees, delivering a professional, welcoming experience while supporting day-to-day administrative and facility needs.

You will greet guests, manage emails, coordinate access and badging, book meetings, maintain the front desk, and collaborate with Facilities, IT and Security to keep the office running smoothly.

Qualifications

• High school diploma or equivalent; higher degree preferred.
• 1–3 years in a front desk or administrative role.
• Strong English and Spanish communication.
• Proficiency in Microsoft Office or Google Workspace.
• Excellent multitasking and organizational skills.

Responsibilities

• Greet and assist visitors, ensuring a positive first impression.
• Manage emails and inquiries, routing as appropriate.
• Coordinate visitor access, badging, and check-in processes.
• Schedule meetings and manage conference room bookings.
• Support mail distribution, deliveries, and supply inventory.
• Coordinate with vendors and service providers.

Skills

Front desk coordination

Verbal communication

Written communication

Multitasking

Customer-service mindset

Education

High school diploma

Associate or Bachelor’s degree preferred

Tools

Microsoft Office

Google Workspace

Job description

Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software, V-BAT and X-BAT aircraft, and Aechelon simulation and synthetic reality technologies. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube.

Job Description:

The Front Desk Coordinator serves as the first point of contact for visitors, clients, and employees, creating a professional and welcoming experience. This role is responsible for managing front desk operations, coordinating office activities, and supporting day-to-day administrative and facility needs.

What you'll do:

• Greet and assist visitors, ensuring a positive and professional first impression
• Manage emails and general inquiries, routing as appropriate
• Coordinate visitor access, badging, and check-in processes
• Maintain front desk organization, cleanliness, and readiness at all times
• Schedule meetings and manage conference room bookings
• Support office operations including mail distribution, deliveries, and supply inventory
• Coordinate with vendors and service providers as needed
• Assist with planning and execution of office events and meetings
• Partner with Facilities, IT, and Security teams to support workplace needs
• Maintain accurate records and handle sensitive information with discretion

Required qualifications:

• Highschool Diploma or equivalent (Associate or Bachelor’s degree preferred)
• 1–3 years of experience in a front desk, receptionist, or administrative role
• Strong verbal and written communication skills (English and Spanish)
• Proficiency in Microsoft Office or Google Workspace
• Ability to multitask and prioritize in a fast-paced environment
• Strong organizational skills and attention to detail
• Professional demeanor with a customer-service mindset

Preferred qualifications:

• Experience in a corporate high-growth office environment
• Familiarity with visitor management systems (Envoy)
• Experience supporting facilities or office operations
• Basic knowledge of access control and office security protocols
• Experience coordinating vendors, deliveries, and events
• Strong problem-solving skills and ability to work independently

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Our international teammates receive a comprehensive total rewards package aligned to your country office location. For full details on compensation and benefits, please consult your talent acquisition partner.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.