Facilities & Front Desk Coordinator — On-site

Shield; Boston (MA); On-site; USD 32,000 - 47,000; Full time

Benefits offered by this job

Bonus

Benefits

Equity

Job summary

Shield AI is seeking a Front Desk Coordinator to serve as the first point of contact for visitors, clients, and employees. This on-site role in Waltham, MA, supports day-to-day administrative and facilities needs and ensures a welcoming, professional environment.

The position requires 1–3 years in front desk/administrative roles, strong communication, and proficiency with Microsoft Office or Google Workspace. Hours are Monday–Friday, 8am–5pm, with benefits and equity options available.

Qualifications

• Highschool Diploma or equivalent required; 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.

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

Verbal communication

Written communication

Organizational skills

Multitasking

Customer-service mindset

Education

High school diploma or equivalent

Associate or Bachelor’s degree preferred

Tools

Microsoft Office

Google Workspace

Envoy visitor management

Access control basics

Job description

Shield AI is seeking a Front Desk Coordinator to serve as the first point of contact for visitors, clients, and employees. This on-site role in Waltham, MA, supports day-to-day administrative and facilities needs and ensures a welcoming, professional environment.

The position requires 1–3 years in front desk/administrative roles, strong communication, and proficiency with Microsoft Office or Google Workspace. Hours are Monday–Friday, 8am–5pm, with benefits and equity options available.