Associate Facilities Coordinator (R6005)

Shieldai; Washington (District of Columbia); On-site; USD 42,000 - 54,000; Full time

Job summary

Shield AI seeks a Front Desk Coordinator to be the first point of contact at our Arlington, VA facility. This on-site role supports day-to-day administrative and facilities tasks within a SCIF environment, ensuring a professional, welcoming experience for visitors and employees.

The role requires 1–3 years of front desk experience, strong communication, and organization. Proficiency in Microsoft Office or Google Workspace is expected, with a focus on security-conscious operations and vendor

Qualifications

• Front desk, receptionist, or administrative experience is required (1–3 years).
• Experience in secure environments (SCIF) is a plus.
• Familiarity with visitor management systems (Envoy) and access control.

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.
• Maintain office organization, cleanliness, and readiness.
• Schedule meetings and manage conference room bookings.
• Support mail, deliveries, and supply inventory.
• Coordinate with vendors and service providers as needed.
• Collaborate with Facilities, IT, and Security teams.

Skills

Customer service

Verbal & written communication

Organization

Multitasking

Professional demeanor

Education

High school diploma

Associate or Bachelor’s degree preferred

Tools

Envoy

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

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. Please note this role is within a SCIF.

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

Job Requirements:

• 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

Additional 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 events
• Strong 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.

Equal Opportunity

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.