Associate Facilities Coordinator (R6005)

Shield; Washington (District of Columbia); On-site; USD 38,000 - 46,000; Full time

Job summary

Shield AI in Arlington, VA is hiring for a Front Desk/Receptionist on-site role with hours 8am–5pm, Monday–Friday. You will greet visitors, manage inquiries, and ensure a professional first impression at the front desk.

Responsibilities include coordinating access, badge issuance, scheduling meetings, and supporting office operations while collaborating with Facilities, IT, and Security. Minimum 1–3 years' front desk experience and an active Secret clearance are 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.
• Active Secret security clearance required.

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 office 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.
• Partner with Facilities, IT, and Security teams to support workplace needs.
• Maintain accurate records and handle sensitive information with discretion.

Skills

Customer service

Communication

Multitasking

Organizational skills

Professional demeanor

Education

High School Diploma

Associate degree

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-BATaircraft, 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, www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube.

Work Environment

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

Key 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 office 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
• 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
• Active Secret security clearance required.

Preferred Qualifications

• Experience working within or in tandem to a secure space, SCIF
• 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 eventsStrong problem-solving skills and ability to work independently

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.