Front Office Coordinator

Portal Space Systems; Bothell (WA); On-site; USD 42,000 - 63,000; Full time

Job summary

Portal Space Systems, headquartered in Bothell, WA, seeks a Front Office Coordinator to be the welcoming face of our secure facility supporting aerospace operations. You’ll greet visitors, manage daily front desk tasks, and help coordinate logistics across teams.

In a fast-growing, high‑security environment, you’ll uphold confidential procedures, assist with onboarding, and support recruiting and people operations while ensuring a warm, professional experience for all who walk through our doors.

Qualifications

• 1+ years in receptionist or administrative support roles.
• Clear, professional communication in person, phone, and writing.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Office suite.
• Ability to follow access-control and security procedures.
• Discretion handling confidential information.

Responsibilities

• Greet and check in employees, contractors, candidates, visitors, and vendors.
• Verify identification and manage visitor logs and badges.
• Coordinate access approvals with security and facility contacts.
• Route calls and emails, respond to inquiries professionally.
• Manage mail, deliveries, and courier coordination.
• Assist with onboarding logistics and support recruiting activities.

Skills

Customer service

Communication

Organization

Time management

Security awareness

Tools

Microsoft Office

Job description

Portal Space Systems is on a mission to expand humanity’s freedom of movement in space. We’re building the spacecraft that makes that mission possible. From our Bothell, WA headquarters, we design vehicles with the maneuverability, resilience, and adaptability needed for the next era of orbital operations. Every system we build is in service of a simple idea: space should be more accessible, responsive, and capable. Joining Portal means stepping into a team that believes in bold engineering, fast iteration, and the power of small groups to change what’s possible. If you want your work to directly shape the future of in-space mobility, join us.

We're looking for a solutions-minded professional who takes pride in creating a warm, memorable experience for everyone who walks through our doors - someone highly organized, personable, and energized by fast-moving, high-growth environments. It's a great opportunity to join a growing team doing meaningful work in the aerospace and spacecraft industry.

As our Front Office Coordinator, you'll be the first face and voice people encounter at a secure facility supporting aerospace operations - greeting employees, contractors, candidates, visitors, and vendors alike. Beyond the front desk, you'll wear a lot of hats: keeping the office running smoothly, coordinating logistics, and supporting the teams around you. The role calls for genuine hospitality paired with sharp attention to security protocol, confidentiality, and knowing when to be the friendly gatekeeper. This is a full-time, on-site position.

Core Responsibilities

Front Desk & Guest Experience

• Welcome and check in employees, contractors, candidates, visitors, and vendors following established facility security procedures
• Verify identification, maintain accurate visitor logs, and issue temporary badges or access credentials when authorized - including confirming U.S. person status where required
• Coordinate access approvals with security staff and relevant facility contacts
• Field and route incoming calls and emails, and respond to general inquiries with professionalism and care
• Manage incoming and outgoing mail, deliveries, and courier coordination
• Enforce facility rules and visitor policies with tact and firmness, ensuring compliance without compromising the visitor experience
• Stay alert to activity in the reception area and flag anything unusual to security promptly
• Adhere to all access-control, safety, emergency, and security protocols

Create an Exceptional Experience for Everyone Who Walks Through the Door

• Welcome visitors, candidates, and team members with warmth, professionalism, and genuine care
• Be the go-to person at the front desk - answering questions, helping people get where they need to go, and making sure their experience starts on the right foot
• Manage daily front desk operations including phones, mail, deliveries, and vendor coordination
• Keep the space looking great: organized, stocked, and reflective of who we are as a company
• Support with onboarding logistics so new hires feel excited and prepared on day one

Support Recruiting & People Operations

• Coordinate candidate interviews across multiple teams, making sure schedules are smooth and communication is clear
• Build strong rapport with candidates - helping them feel informed, valued, and supported throughout the process
• Assist with job postings, candidate tracking, and maintaining clean, accurate information in the ATS
• Jump in on People team projects and administrative tasks whenever help is needed

This role is based at a controlled-access facility supporting aerospace operations. It requires steady, consistent adherence to security protocols and regular interaction with personnel who work with sensitive technical, operational, or proprietary information.

If you like the idea of running a tight ship, keeping the bridge welcoming, and making sure nothing gets past you without proper clearance - we'd love to have you aboard!

Basic Qualifications

• 1+ years of experience in a receptionist, administrative support, customer service, or recruiting coordination role.
• Ability to communicate clearly and professionally in person, over the phone, and in writing, as required for greeting visitors, routing calls, and responding to inquiries.
• Demonstrated organizational and time‑management skills necessary to manage multiple tasks and maintain accurate records
• Proficiency using Microsoft Office (Outlook, Word, Excel) or comparable office software for scheduling, documentation, and communication.
• Ability to follow and enforce established access‑control, safety, and security procedures.
• Ability to handle confidential or sensitive information with discretion and sound judgment.

Preferred Qualifications

• Experience working in a controlled‑access, aerospace, defense, government, or technology environment.
• Experience using visitor‑management systems, badge‑access systems, or other access‑control tools.
• Experience coordinating interviews or supporting recruiting or people operations processes – Greenhouse or similar ATS experience a plus.
• Demonstrated ability to maintain professionalism and customer‑service quality in fast‑paced or high‑growth environments.
• Experience supporting executives, engineers, or technical/government‑contractor personnel.
• Experience maintaining accurate logs, records, or documentation in an office or operational setting.
• Ability to meet background screening or facility‑specific authorization requirements, if applicable to the role.

This position may involve access to technical data and defense‑related materials controlled under the International Traffic in Arms Regulations (ITAR). Eligibility to access ITAR‑controlled items requires that candidates be U.S. persons, which includes U.S. citizens, lawful permanent residents, and other protected individuals as defined by U.S. law. Employment is contingent upon verification of ITAR eligibility and, where applicable, obtaining any required export authorization or license.

Equal Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.