Front Desk Coordinator

CSM Companies, Inc. - Kenworth; Madison (WI); On-site; USD 40,000 - 52,000; Full time

Job summary

CSM Companies, Inc. - Kenworth seeks a Front Desk Coordinator to provide general administrative support across the corporate office, handling clerical and organizational tasks for multiple departments.

The Front Desk Coordinator will manage calendars, greet visitors, coordinate travel and meetings, prepare documents, and assist with office systems while maintaining confidentiality and a strong customer focus in a fast-paced environment.

Qualifications

• High School Diploma required; Associate’s or Bachelor’s Degree preferred.
• 3–5 years of administrative assistant experience preferred, ideally at the executive level.
• Proficiency with Microsoft Word, Excel, PowerPoint, and Internet; ability to create and maintain databases and complex spreadsheets.

Responsibilities

• Maintain various calendars, scheduling meetings, preparing agendas and activities.
• Answer multi-line telephone and give information to callers, take messages, and transfer calls.
• Order and maintain proper inventory of office supplies and office furniture for corporate office.
• Provide oversight and bookings of travel arrangements on our digital travel booking platform for internal and external parties.
• Routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining files.
• Greet customers and guests, handle questions and concerns quickly and professionally.
• Assist in travel coordination throughout travel booking platform.
• Plan, supervise, and coordinate all meetings and catered functions.
• Make copies of correspondence and other materials.
• Prepare, send out, and distribute daily mail.
• Operate office equipment and systems such as copiers, fax, and postage machine.
• Maintain a clean, organized reception area, conference rooms, and kitchens.
• Support general office operations and administrative tasks as needed.
• All other duties as assigned

Skills

Administrative support

MS Office

Data entry

Multi-tasking

Confidentiality

Attention to detail

Communication skills

Customer service

Time management

Independence

Education

Associate’s Degree

Bachelor’s Degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Databases

Spreadsheets

Job description

Summary The Front Desk Coordinator provides general administrative support for the entire corporate office. They will perform various clerical and organizational tasks for multiple departments.

Summary The Front Desk Coordinator provides general administrative support for the entire corporate office. They will perform various clerical and organizational tasks for multiple departments.

Responsibilities

• Maintain various calendars, scheduling meetings, preparing agendas and activities
• Answer multi-line telephone and give information to callers, take messages, and transfer calls
• Order and maintain proper inventory of office supplies and office furniture for corporate office
• Provides oversight and, at times, bookings of travel arrangements on our digital travel booking platform for internal and external parties

Duties

• Routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files
• Greet customers and guests, handle their questions and concerns quickly, efficiently and professionally
• Assist in travel coordination throughout travel booking platform
• Plan, supervise, and coordinate all meetings and catered functions
• Make copies of correspondence and other materials
• Prepare, send out, and distribute daily mail
• Operate various office equipment and systems such as copiers, fax and postage machine, labeling software, and others
• Maintain a clean, organized reception area, conference rooms, and kitchens
• Support general office operations and administrative tasks as needed
• All other duties as assigned

Qualifications

Education, Skills, Experience:

• High School Diploma required; Associate’s or Bachelor’s Degree preferred
• 3 - 5 years of administrative assistant experience preferred, ideally at the executive level
• Proficiency with Microsoft Word, Excel, PowerPoint, and Internet; ability to create and maintain databases and complex spreadsheets.
• Must be a resourceful self-starter who can work independently and work on multiple projects at once with the ability to handle interruptions well
• Must have absolute integrity, sound judgment, and an ability to maintain a high degree of confidentiality
• Must be highly analytical and accurate with excellent attention to detail
• Must have good organizational and time management skills, as well as, have the ability to meet deadlines with appropriate attention to detail in a fast paced, highly dynamic environment
• Strong oral and written communication skills; must be comfortable speaking in front of groups
• Must have a strong customer focus and demonstrate the ability to build relationships internally and externally with a focus on meeting or exceeding service expectations

Work Environment, Physical Demands

• Office environment
• Ability to sit, stand, bend, stoop and lift/move up to 50 lbs. on a regular basis

CSM Job Standards Accountabilities

Customer Focus: Actively looking for ways to identify customer needs. Then efficiently and effectively addressing those needs.

Communication - Visual and Verbal: Listening, speaking, and signaling so others can understand. Communicate in spoken English well enough to be understood by others.

Teamwork: Working cooperatively in a professional demeanor to complete work assignments.

Health, Safety, and Security: Recognize and mitigate safety hazards including hazardous materials, environmental hazards, and accident conditions on a construction site. Follow appropriate security procedures.

Scheduling and Coordinating: Making arrangements that fulfill all requirements as efficiently and economically as possible.

Problem Solving/Decision-making: Being open to change and to considerable variety in the workplace. Understanding the importance of learning new information for future problem solving and decision making.

Adaptability and Lifelong Learning: Being open to change and to considerable variety in the workplace. Understanding the importance of learning new information for future problem solving and decision making.

Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.