Front Desk & Facilities Lead - Office Operations

Shieldai; Boston (MA); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Bonus

Benefits

Equity

Job summary

Shield AI in Waltham, MA is seeking a Front Desk Coordinator to be the first point of contact for visitors, clients, and employees. The role involves managing front desk operations, coordinating office activities, and supporting day-to-day administrative needs on-site.

Responsibilities include greeting guests, routing inquiries, coordinating access and check-ins, scheduling meetings, handling mail and deliveries, and collaborating with Facilities, IT, and Security to ensure a professional and

Qualifications

• Highschool Diploma or equivalent (Associate or Bachelor’s degree preferred).
• 1–3 years of experience in a front desk, receptionist, or administrative role.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office or Google Workspace.
• Ability to multitask and prioritize in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Professional demeanor with a customer-service mindset.

Responsibilities

• Greet and assist visitors, ensuring a positive and professional first impression.
• Manage emails and general inquiries, routing as appropriate.
• Coordinate visitor access, badging, and check-in processes.
• Maintain front desk organization, cleanliness, and readiness at all times.
• Schedule meetings and manage conference room bookings.
• Support office operations including mail distribution, deliveries, and supply inventory.
• Coordinate with vendors and service providers as needed.
• Assist with planning and execution of office events and meetings.
• Partner with Facilities, IT, and Security teams to support workplace needs.
• Maintain accurate records and handle sensitive information with discretion.

Skills

Communication skills

Microsoft Office / Google Workspace

Multitasking

Organizational skills

Customer-service mindset

Education

Highschool Diploma or equivalent

Tools

Envoy visitor management

Job description

Shield AI in Waltham, MA is seeking a Front Desk Coordinator to be the first point of contact for visitors, clients, and employees. The role involves managing front desk operations, coordinating office activities, and supporting day-to-day administrative needs on-site.

Responsibilities include greeting guests, routing inquiries, coordinating access and check-ins, scheduling meetings, handling mail and deliveries, and collaborating with Facilities, IT, and Security to ensure a professional and