Associate Facilities Coordinator (R5454)

Shield AI; San Francisco (CA); On-site; USD 37,195 - 56,481; Full time

Benefits offered by this job

Bonus

Benefits

Equity

Job summary

Shield AI is seeking a Front Desk Coordinator to be the first point of contact for visitors, clients, and staff. This on-site role supports day-to-day office and facility operations, ensuring a welcoming and professional environment.

Responsibilities include greeting guests, managing inquiries, coordinating access and conference room bookings, and maintaining a tidy, organized reception area. Collaboration with Facilities, IT, and Security is essential.

Qualifications

• 1–3 years in a front desk or administrative role.
• Strong verbal and written communication skills.
• Proficiency in MS Office or Google Workspace.
• Able to multitask and prioritize in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Professional demeanor with a customer-service mindset.

Responsibilities

• 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.

Skills

Communication

Multitasking

Organizational skills

Customer service

Education

High School Diploma

Associate/Bachelor's preferred

Tools

Microsoft Office

Google Workspace

Job description

Founded in 2015, 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 and V-BAT and X-BAT aircraft. 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
• 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

Work environment:

This role is Monday to Friday from 8am-5pm, based on-site in San Mateo, CA and requires consistent presence during posted hours.

$27 - $41 an hour

Full-time regular employee offer package:

Pay within range listed + Bonus + Benefits + Equity

Temporary employee offer package:

Pay within range listed above + temporary benefits package (applicable after 60 days of employment)

Salary compensation is influenced by a wide array of factors including but not limited to skill set, level of experience, licenses and certifications, and specific work location. All offers are contingent on a cleared background and possible reference check. Military fellows and part-time employees are not eligible for benefits. Please speak to your talent acquisition representative for more information.

Shield AI is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed toequal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender identity or Veteran status. If you have a disability or special need that requires accommodation, please let us know.