Front Desk & Marketing Operations Coordinator

Forms+Surfaces; Glenshaw (PA); On-site; USD 42,000 - 56,000; Full time

Job summary

Forms+Surfaces, a Pittsburgh-based design and architecture focused company, seeks an Administrative Assistant to join our team. You will manage front desk operations, support marketing coordination, lead management, and client experience as part of our dynamic Pittsburgh team.

The role emphasizes organization, CRM data quality, and professional client engagement across indoor and outdoor product projects. A strong communicator thrives here, with room to grow in a fast-moving environment.

Qualifications

• Associate’s degree or equivalent experience required.
• 2-3 years of previous experience in customer service or receptionist roles required.
• Strong organizational skills with the ability to manage multiple priorities effectively.
• Excellent verbal and written communication skills with a professional demeanor.
• Proficiency in Microsoft Office Suite; experience with CRM systems is a plus.

Responsibilities

• Serve as the first point of contact by professionally answering and directing incoming phone calls.
• Welcome and assist visitors, ensuring a positive and professional guest experience, including managing visitor sign-in and notifying employees of guest arrivals.
• Oversee and distribute incoming mail and correspondence; coordinate outgoing FedEx shipments.
• Maintain front desk operations, conference rooms, office supplies, and shared equipment to support a well‑organized and efficient workplace.
• Coordinate client visits and sales meetings, ensuring arrangements for a seamless and professional experience.
• Prepare conference rooms in advance of meetings, including refreshments, materials, and overall presentation.
• Coordinate catering, reservations, and hotel accommodations as needed.
• Maintain records of preferred vendors, restaurants, and guest preferences to enhance client experience.
• Respond promptly and professionally to marketing inquiries; qualify, assign, and route leads in CRM; maintain data quality.

Skills

Organizational skills

Verbal communication

Written communication

Multitasking

Professional demeanor

Education

Associate’s degree or equivalent experience

Tools

Microsoft Office Suite

CRM systems

Job description

Forms+Surfaces, a Pittsburgh-based design and architecture focused company, seeks an Administrative Assistant to join our team. You will manage front desk operations, support marketing coordination, lead management, and client experience as part of our dynamic Pittsburgh team.

The role emphasizes organization, CRM data quality, and professional client engagement across indoor and outdoor product projects. A strong communicator thrives here, with room to grow in a fast-moving environment.