Corporate Assistant & Facilities Coordinator

Interface Security Systems LLC; St. Louis (MO); On-site; USD 42,000 - 66,000; Full time

Job summary

Interface Systems is seeking a Corporate Assistant & Facilities Coordinator to serve as the face of our office, delivering exceptional service to executives, staff, clients, and visitors. This 100% onsite role is Monday through Friday, 8:00 AM–5:00 PM.

You will manage front desk operations, coordinate meetings and events, support calendar and travel for senior leaders, and partner with HR, Finance, Operations, and IT to keep the business running smoothly.

Qualifications

• 3+ years of experience in executive support, office administration, reception, or project coordination.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to prioritize multiple projects and deadlines while maintaining attention to detail.

Responsibilities

• Serve as the primary touchpoint for visitors, clients, vendors, and employees.
• Manage reception area operations, including check-in procedures, security, and meeting room coordination.
• Answer, screen, and direct incoming calls and inquiries.
• Support senior leaders with calendar management, travel arrangements, and expense reporting.
• Coordinate team meetings, logistics, catering, and room setup.
• Assist department leaders with key organizational projects and strategic initiatives.
• Coordinate project schedules, timelines, deliverables, and communications.
• Partner with HR, Finance, Operations, IT, and other departments to support business priorities.
• Manage office supplies, vendor relationships, and facility-related requests.
• Coordinate company events, employee meetings, training sessions, and recognition activities.
• Support onboarding logistics for new employees, including workspace preparation and coordination with internal teams.
• Manage and oversee all Certificates of insurance.
• Demonstrate professionalism, discretion, and sound judgment in all interactions.
• Act as a resource and problem-solver for employees and visitors.
• Handle incoming and outgoing mail and distribute to appropriate departments in a timely manner.

Skills

Organizational skills

Communication skills

Attention to detail

Tools

Microsoft Office Suite

Job description

About Us

Interface Systems is a leading managed service provider delivering business security, managed network, UCaaS, and business intelligence solutions to distributed enterprises. We enhance security, streamline connectivity, optimize operations and reduce IT costs, maximizing ROI for the nation’s top brands. Our company vision is to enable enterprises to innovate faster and adapt to market forces. We bring this to life through our mission of inspiring B2C enterprises to deliver amazing customer experiences by safeguarding people and assets, enabling seamless connectivity solutions, and uncovering business insights.

Overview

The Corporate Assistant & Facilities Coordinator serves as the face of the organization, providing exceptional customer service and administrative support to executives, employees, clients, and visitors. This role is responsible for managing front desk operations, facilities, coordinating executive support activities, and partnering with various departments to assist with strategic initiatives, special projects, and organizational programs. The ideal candidate is highly professional, organized, proactive, and capable of managing competing priorities in a fast-paced environment. This position is 100% onsite, Monday through Friday, 8:00 AM–5:00 PM.

Responsibilities

• Serve as the primary point of contact for visitors, clients, vendors, and employees, creating a welcoming and professional experience.
• Manage reception area operations, including visitor check-in procedures, office security protocols, and meeting room coordination.
• Answer, screen, and direct incoming calls and inquiries.
• Support senior leaders with calendar management, meeting scheduling, travel arrangements, and expense reporting as needed.
• Coordinate team meetings, including logistics, catering, and room setup.
• Assist department leaders with key organizational projects and strategic initiatives.
• Coordinate project schedules, timelines, deliverables, and communications.
• Partner with Human Resources, Finance, Operations, IT, and other departments to support business priorities.
• Manage office supplies, vendor relationships, and facility-related requests.
• Coordinate company events, employee meetings, training sessions, and recognition activities.
• Support onboarding logistics for new employees, including workspace preparation and coordination with internal teams.
• Manage and oversee all Certificates of insurance.
• Demonstrate professionalism, discretion, and sound judgment in all interactions.
• Act as a resource and problem-solver for employees and visitors.
• Handle incoming and outgoing mail and distribute to appropriate departments in a timely manner.

Qualifications

• 3+ years of experience in executive support, office administration, reception, or project coordination.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to prioritize multiple projects and deadlines while maintaining attention to detail.

EEO Statement

Interface Systems will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The contractor will take affirmative action to ensure that applicants are employed and that employees are treated during employment, without regard to their race, color, religion, sex, age, sexual orientation, gender identity, national origin, status as a protected veteran, or individual with a disability. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer, recruitment, or recruitment advertising; layoff or termination; for rates of pay or other forms of compensation; and selection for training, including apprenticeship.

Interface Systems will, in all solicitations or advertisements for employees placed by or on behalf of the Interface Systems, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, status as a protected veteran, or individual with a disability. Interface Systems is an Equal Employment Opportunity employer - all qualified applicants/employees will receive consideration for employment without regard to that individual’s age, race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender, gender identity, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer, recruitment, or recruitment advertising; layoff or termination; for rates of pay or other forms of compensation; and selection for training, including apprenticeship.

If you need assistance or an accommodation in completing this application or during any phase of the interview process due to a disability, please contact us at [e-mail]. Any information will be treated as confidential and only used for the purpose of determining an appropriate accommodation as part of the recruiting process.

About Us

Interface Systems is a leading managed service provider delivering business security, managed network, UCaaS, and business intelligence solutions to distributed enterprises. We enhance security, streamline connectivity, optimize operations, and reduce IT costs, maximizing ROI for the nation’s top brands. Our company vision is to enable enterprises to innovate faster and adapt to market forces. We bring this to life through our mission of inspiring B2C enterprises to deliver amazing customer experiences by safeguarding people and assets, enabling seamless connectivity solutions, and uncovering business insights.

Our mantra as a team is relentless customer support. We are passionate, and quite honestly obsessed, about delivering an amazing customer experience. We do this through fostering an Interface company culture for our employees focused around collaboration, commitment and fun. Come join our dynamic and growing team and make a direct impact in a company committed to growth and transformation, all in service of delighting our customers and our employees.

Interface Systems does not utilize external staffing agencies, recruiting firms, or third-party recruitment vendors for our hiring needs. Our internal Talent Acquisition Team manages all recruiting and hiring activities directly. Staffing agencies and third-party recruiters are asked not to contact our hiring managers, executives, or employees regarding recruiting services, open positions, or candidate submissions. Please do not submit unsolicited resumes or candidate information to Interface Systems or any of its employees. Any unsolicited resumes or candidate submissions will be considered the property of Interface Systems, and no placement fees, referral fees, or other compensation will be owed in connection with the hiring of an unsolicited candidate.