Front Desk Coordinator

claylabs; New York (NY); On-site; USD 50,000 - 60,000; Full time

Job summary

Clay is seeking a Front Desk Coordinator for our New York City headquarters. You will be the first point of contact for employees, visitors, and partners, setting the tone for their entire experience at Clay.

You’ll manage reception, access, mail, safety, and events with warmth and professionalism while ensuring smooth operations and a welcoming workplace culture.

Qualifications

• 2+ years of relevant workplace experience.
• Strong EQ with the ability to build relationships at all levels.
• Flexibility to switch between responsibilities and priorities.
• Organized with strong attention to detail under pressure.
• Polished communication in person, on the phone, and in writing.
• Discretion with confidential information.
• Collaborates with multiple teams to provide exemplary service.

Responsibilities

• Provide a warm, professional welcome to visitors and employees, creating a positive first impression as the face of Clay.
• Set the tone for visitors’ experience and assist with interviews, executives, and new hires.
• Coordinate access, mail, safety, and events operations at the NYC HQ.
• Submit candidate registrations and building tickets; communicate maintenance needs.
• Verify badges and process visitor registration through Envoy following security protocols.
• Maintain daily logs, incident reports, and safety documentation; report issues promptly.
• Support events with registration, badge distribution, and NDA completion, coordinating with Workplace Experience.

Skills

2+ years experience

Emotional intelligence

Flexibility

Organization

Communication

Discretion

Cross-functional

Job description

Front Desk Coordinator @ Clay

Clay is excited to operate as an in‑person company across our 3 global offices. Clay believes that creative magic happens when we’re collaborating in‑person. We also believe that being in the same physical space is the key to building a lasting culture.

We’re looking for a Front Desk Coordinator at our New York City headquarters who will be the first point of contact for employees, visitors, and partners. This role is about more than checking people in — you’ll set the tone for their entire experience at Clay. You’ll bring warmth, professionalism, and care to every interaction, while also ensuring smooth operations around access, mail, safety, and events.

What You’ll Achieve

• Reception Excellence: Provide a warm, professional welcome to all visitors and employees, creating a positive first impression of Clay as the face of our headquarters.
• Experience Stewardship: Anticipate needs, resolve issues quickly, and make interactions seamless, whether for a candidate interview, executive visitor, or new hire on their first day.
• Building Coordination & Communication: Submit candidate registration and building tickets, and communicate office maintenance concerns.
• Access Control & Security: Manage Clay's entry points, verify identification badges, and process visitor registration through Envoy while ensuring all security protocols are followed.
• Administrative Accuracy: Maintain detailed daily logs, incident reports, and security documentation while promptly reporting maintenance and safety issues.
• Event Support: Facilitate seamless visitor experiences during events by managing registration, badge distribution, and NDA completion while coordinating with the Workplace Experience Team.
• Package & Mail Management: Efficiently log and distribute all incoming mail and packages, maintaining an organized package room and timely delivery system.
• AI Integration & Innovation: Integrate and push the boundaries on how we work to create a more seamless and forward‑thinking visitor experience.

What You’ll Bring

• 2+ years of relevant workplace experience.
• Strong emotional intelligence (EQ) with the ability to build relationships at all levels: You connect easily with people, create a sense of ease, and leave a positive impression in every interaction.
• Flexibility: adapt and switch between various responsibilities and priorities on any given day.
• Organized and detail-oriented: Strong attention to detail, able to stay calm under pressure, a quick thinker, create order out of chaos.
• Polished communication: Clear, professional, and approachable — in person, over the phone, and in writing. Able to represent Clay to executives, candidates, and partners as the first face people see when coming to the office.
• Discreet: Demonstrated ability to maintain complete confidentiality on all business matters.
• Cross‑functional relationships: Coordinate with multiple teams to provide exemplary service, while being a social steward and bringing people together.