Front Desk Coordinator

Csm Companies Group; Madison (WI); On-site; USD 35,000 - 50,000; Full time

Job summary

Csm Companies Group is seeking a Front Desk Coordinator to provide administrative support to the corporate office. The role includes maintaining calendars, answering calls, and supporting travel arrangements for internal and external parties.

The ideal candidate will have a high school diploma, with a preference for further education, and 3-5 years of experience in a similar role. Proficiency in Microsoft Office and strong communication skills are essential.

Qualifications

• 3-5 years of administrative assistant experience preferred, ideally at the executive level.
• Resourceful self-starter who can manage multiple projects simultaneously.
• Ability to maintain a high degree of confidentiality.

Responsibilities

• Maintain various calendars and schedule meetings.
• Answer multi-line telephone and provide information to callers.
• Order and maintain office supplies and furniture.
• Assist in travel coordination for internal and external parties.
• Greet customers and manage their questions effectively.

Skills

Proficiency with Microsoft Word

Proficiency with Excel

Proficiency with PowerPoint

Strong oral and written communication skills

Organizational skills

Attention to detail

Education

High School Diploma

Associate’s or Bachelor’s Degree

Job description

Overview

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, schedule meetings, prepare agendas and activities.
• Answer multi-line telephone, provide information to callers, take messages and transfer calls.
• Order and maintain proper inventory of office supplies and furniture.
• Provide 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 the 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

• 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.
• Resourceful self-starter who can work independently and on multiple projects simultaneously with the ability to handle interruptions well.
• Absolute integrity, sound judgment and ability to maintain a high degree of confidentiality.
• Highly analytical and accurate with excellent attention to detail.
• Good organizational and time management skills; ability to meet deadlines with appropriate attention to detail in a fast-paced, highly dynamic environment.
• Strong oral and written communication skills; comfortable speaking in front of groups.
• Strong customer focus and ability to build relationships internally and externally with a focus on meeting or exceeding service expectations.

Work Environment

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 look for ways to identify customer needs and address those needs efficiently and effectively.
• Communication – Visual and Verbal: Listen, speak and signal so others can understand. Communicate in spoken English well enough to be understood by others.
• Teamwork: Work 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: Make arrangements that fulfill all requirements as efficiently and economically as possible.
• Problem Solving/Decision-making: Be open to change and a considerable variety in the workplace. Understand the importance of learning new information for future problem solving and decision making.
• Adaptability and Lifelong Learning: Be open to change and a considerable variety in the workplace. Understand the importance of learning new information for future problem solving and decision making.