Front Desk Coordinator

DOCUmation; San Antonio (TX); On-site; USD 18,000 - 25,000; Full time

Benefits offered by this job

PTO policy

Parental and caregiver leave

Tuition reimbursement

Quarterly bonuses

Paid holidays

401(k) with match

PTO – Volunteer Time Off

Pre-paid legal coverage

FSA and HSA options

Job summary

DOCUmation is seeking a Front Desk Coordinator to serve as the primary contact for visitors and staff at our San Antonio office. This in-person role starts at 7:45 a.m.

to ensure the desk and phones are ready by 8:00 a.m., with coverage across business hours. The ideal candidate will have prior front desk or administrative experience, strong communication skills, and proficiency in Word, Excel, and Outlook.

Qualifications

• Experience in front-desk or receptionist roles is preferred.
• Strong written and verbal communication skills.
• Ability to handle multiple tasks with attention to detail.
• Proficiency in Microsoft Word, Excel, and Outlook.

Responsibilities

• Report to work by 7:45 a.m. and ensure the front desk is ready by 8:00 a.m.
• Maintain front desk coverage during business hours.
• Coordinate breaks and PTO with backup coverage.
• Provide advance notice of planned absences and delays to ensure coverage.
• Greet and assist visitors and employees professionally.
• Answer, screen, and direct incoming phone calls.
• Keep front desk area clean, organized, and stocked.
• Receive and distribute mail, packages, and deliveries.
• Prepare outgoing mail and shipments.
• Perform general administrative tasks as needed.
• Maintain confidentiality with sensitive information.

Skills

Front desk

Customer service

Phone etiquette

Verbal comms

MS Office

Education

High school diploma or equivalent

Tools

MS Word

Excel

Outlook

Job description

Position: Front Desk Coordinator

Department: Admin

Reports To: Director of Human Resources

Salary Grade: DOE

FLSA Status: Non-Exempt/Full-time/Hourly

Location: Onsite/San Antonio, TX

Company Overview

DOCUmation is a privately-held technology solutions company that provides IT, print, and software-managed services to business and other organizations throughout Texas. Headquartered in San Antonio, TX, our company has been serving customers for more than 30 years.

Description

The Front Desk Coordinator serves as the primary point of contact for visitors and employees and is responsible for maintaining consistent front desk coverage. This position manages incoming calls, mail, deliveries, and general administrative tasks.

This is a fully in-person position and is not eligible for remote work. Because the front desk must be ready to assist visitors and employees beginning at 8:00 a.m., the scheduled start time for this position is 7:45 a.m. Reliable attendance, punctuality, and coordination of all time away from the front desk are essential functions of this position.

Responsibilities

• Report to work by the scheduled 7:45 a.m. start time and ensure the front desk is fully prepared to receive visitors and calls by 8:00 a.m.


• Maintain consistent front desk coverage during established business hours.


• Coordinate scheduled breaks, lunches, approved PTO, and other time away from the desk with the backup receptionist and designated coverage group.


• Provide advance notice of planned absences and promptly communicate unexpected delays or absences so coverage can be arranged.


• Greet and assist visitors and employees in a friendly and professional manner.


• Answer, screen, and direct incoming phone calls.


• Maintain a clean, organized, and well-stocked front desk area.


• Receive and distribute incoming mail, packages, and deliveries.


• Prepare outgoing mail and shipments.


• Perform general administrative tasks as needed.


• Maintain confidentiality when handling sensitive information.

Experience & Required Skills

• Previous front desk, administrative, call-handling, or customer service experience preferred.


• Ability to work fully in person during all scheduled hours.


• Dependable attendance and the ability to consistently report to work on time.


• Strong verbal and written communication skills.


• Ability to speak clearly, listen carefully, and communicate professionally by phone and in person.


• Ability to answer, screen, transfer, and document incoming calls accurately.


• Ability to follow established procedures for coordinating front desk coverage and time away.


• Strong organizational skills and attention to detail.


• Proficiency in Microsoft Word, Excel, and Outlook.


• Ability to manage multiple tasks and priorities while maintaining front desk and telephone coverage.

Education & Certification

• High school diploma or equivalent

Physical Requirements

• Ability to sit for extended periods while using a desktop computer and 10-key phone.


• Frequent use of hands and fingers to operate a computer keyboard, mouse, and 10-key telephone system.


• Ability to lift up to 25 pounds occasionally

Benefits

• Generous Paid Time Off (PTO) policy.


• Parental and caregiver leave.


• Tuition reimbursement.


• Quarterly bonuses for eligible positions.


• Paid holidays.


• 401(k) plan with employer match.


• Paid Volunteer Time Off (VTO)


• Pre-paid legal coverage available


• FSA and HSA options

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.