Front Desk & Administrative Coordinator

Swank Co; New Kensington (Westmoreland County); On-site; USD 42,000 - 54,000; Full time

Job summary

Swank Co is seeking an Office Coordinator to be the welcoming face of the organization. The role covers front desk operations, visitor management, and support across accounting, HR, and general office tasks.

You will be the first point of contact for visitors, clients, vendors, and callers, greeting them professionally and coordinating arrivals. The position requires managing a multi-line phone system, maintaining logs, and assisting with data entry, reporting, and documentation.

Qualifications

• Minimum 5 years of professional experience in receptionist, administrative, office support, or customer service roles.
• Experience operating and navigating multi-line telephone systems.
• Strong customer service, communication, and interpersonal skills.
• Excellent organizational skills and attention to detail.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to handle multiple priorities in a fast-paced environment.
• Demonstrated administrative and clerical proficiency.
• Ability to maintain confidentiality and discretion with sensitive information.

Responsibilities

• Serve as the primary point of contact for all visitors, clients, vendors, and guests.
• Greet and assist visitors in a professional and courteous manner.
• Coordinate guest arrivals and notify appropriate personnel of visitor check-ins.
• Maintain visitor logs and support office security procedures.
• Assist with conference room scheduling and visitor accommodations as needed.
• Answer, screen, and direct incoming calls through a multi-line phone system.
• Route calls efficiently to appropriate departments and personnel.
• Take accurate messages and ensure timely follow-up.
• Respond to or direct general inquiries received by phone or email.
• Provide administrative and clerical support to various departments.
• Maintain filing systems, records, databases, and office documentation.
• Assist with data entry, reporting, correspondence, and document management.
• Order and maintain office supplies and support general office operations.
• Perform special projects and other duties as assigned.
• Submit certified payroll documentation and supporting records as required.
• Assist with coding utility bills and other expenses to the appropriate jobs or cost centers.
• Prepare and maintain Excel spreadsheets and reports from vendor billing platforms.

Skills

Reception

Multi-line phone

Microsoft Office

Customer service

Organizational skills

Tools

Outlook

Excel

Word

Microsoft Office

Job description

Swank Co is seeking an Office Coordinator to be the welcoming face of the organization. The role covers front desk operations, visitor management, and support across accounting, HR, and general office tasks.

You will be the first point of contact for visitors, clients, vendors, and callers, greeting them professionally and coordinating arrivals. The position requires managing a multi-line phone system, maintaining logs, and assisting with data entry, reporting, and documentation.