Front Office Coordinator

Multimatic; Fort Wayne (IN); On-site; USD 21,000 - 30,000; Full time

Job summary

Multimatic is seeking a Front Desk Coordinator to provide administrative support to the Human Resources department and oversee daily front office activities. Responsibilities include attendance administration, event coordination, data entry, and recordkeeping.

This on-site role requires reliable reporting to the Fort Wayne location and will involve coordinating vendors and communications with employees. The position emphasizes organization, confidentiality, and efficient office operations, with

Qualifications

• High school diploma or GED required.
• Minimum of two years in administrative support, office coordination, or records administration.
• Proficiency with Microsoft Office, especially Excel and Outlook.
• Experience working with spreadsheets, databases, or tracking systems.
• Strong organizational, written, and verbal communication skills.

Responsibilities

• Maintain attendance records, vacation tracking, and related documentation.
• Coordinate employee events, communications, and committee activities.
• Greet visitors, answer calls, sort mail, and manage front office duties.
• Maintain confidentiality of employee and company information.
• Provide data entry support and maintain departmental records.

Skills

Attention to detail

Organizational skills

Communication skills

Education

High school diploma or GED

Tools

Excel

Outlook

Spreadsheets

Databases

Job description

Front Desk Coordinator

Reports To: Human Resources Manager

Shift: First Shift

Position: Hourly

This is an on-site position; relocation assistance is not available. Candidates must be able to reliably report to the work location as scheduled.

Position Summary

The Front Desk Coordinator provides administrative support to the Human Resources department and oversees day-to-day front office activities. Primary responsibilities include attendance administration, employee event coordination, data entry, recordkeeping, office administration, and company vehicle coordination.

This position is administrative in nature and does not independently handle employee relations, policy interpretation, leave administration, or other matters requiring HR decision-making.

Essential Duties And Responsibilities

Attendance & Record Administration

• Maintain accurate attendance, vacation, absenteeism, and related employee records and trackers.
• Monitor attendance records and identify employees who reach established disciplinary thresholds.
• Prepare standard attendance-related disciplinary documentation for management review and delivery.
• Perform accurate data entry and maintain departmental spreadsheets, reports, and tracking systems.
• Maintain and file hourly employee records and documentation.
• Identify discrepancies or exceptions and refer them to the appropriate HR team member.

Employee Events & Communications

• Coordinate employee events, recognition programs, celebrations, luncheons, and other company activities.
• Serve as coordinator of the employee event planning committee.
• Coordinate vendors, catering, supplies, scheduling, setup, and employee communications.
• Plan activities within established budgets and obtain approval from the HR Manager for expenditures.
• Maintain employee communication boards and digital announcements.

Front Office & Administrative Support

• Greet and direct visitors, applicants, vendors, contractors, and other guests.
• Answer and route incoming calls and inquiries.
• Receive, sort, distribute, and prepare incoming and outgoing mail.
• Order office supplies and maintain appropriate inventory.
• Coordinate company vehicle usage.
• Provide administrative support for new-hire data entry and departmental records.
• Maintain confidentiality of employee and company information.
• Perform other related administrative duties as assigned.

Qualifications

Required

• High school diploma or GED.
• Minimum of two years of administrative support, office coordination, records administration, or other detail-intensive clerical experience.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Experience working with spreadsheets, databases, or tracking systems.
• Strong organizational, written, and verbal communication skills.

Preferred

• Manufacturing or industrial office experience.
• Experience with attendance, timekeeping, payroll support, or employee recordkeeping.
• Experience coordinating events, vendors, catering, or company activities.
• Experience with purchasing, invoice processing, office administration, or vehicle coordination.

Knowledge, Skills & Abilities

Successful candidates will demonstrate:

• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities and recurring deadlines.
• Comfort performing detailed and repetitive administrative work.
• Ability to work independently and follow established procedures.
• Sound judgment in recognizing when an issue should be escalated rather than independently resolved.
• Strong planning and coordination skills.
• Professional and courteous communication.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Dependability and consistent follow-through.

As part of our commitment to ensuring our employment practices are fair, accessible, and inclusive of persons with disabilities, recruitment-related accommodations for disabilities, are available upon request throughout the recruitment and assessment process for applicants with disabilities.