Front Office Coordinator

Heidrick & Struggles; San Francisco (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

Heidrick & Struggles in San Francisco seeks a Front Office Coordinator to maintain a polished front desk and coordinate office activities in a fast-paced environment.

You will greet visitors, schedule conference rooms, manage reservations, screen calls, and support consultants with ad-hoc administrative tasks, while upholding the firm's values.

The role requires at least four years of office/reception experience, in-office availability Monday through Friday, and proficiency with Microsoft Office.

Qualifications

• Minimum 4 years of office/reception experience.
• In-office availability Monday–Friday.
• Proficient in Microsoft Office.
• Excellent communication skills.
• Experience interfacing with all organizational levels.

Responsibilities

• Greet visitors and direct them to the appropriate space.
• Schedule conference rooms and manage office reservations.
• Screen calls and route messages professionally.
• Maintain reception area and office maps.
• Provide ad-hoc administrative support to consultants.
• Coordinate across teams and uphold office culture.

Skills

Office/reception experience

Microsoft Office

Verbal & written communication

Multi-tasking

Professional demeanor

Job description

The Front Office Coordinator of the San Francisco office must be highly organized, professional, and polished in a fast-paced environment. The ideal candidate is proactive, independent, and efficient, capable of managing multiple tasks with minimal supervision. This individual must be comfortable sitting at the front desk of the office while juggling other office-related tasks. The Front Office Coordinator will need to handle last-minute changes and challenges with urgency and effective solutions. Strong business ethics—honesty, integrity, and discretion—are essential, along with the ability to work collaboratively and coordinate seamlessly across all levels of the organization. The Front Office Coordinator must also communicate effectively with individuals at all levels, from entry-level staff to C-suite executives.

Guest Management & Office Support

• Greet visitors and vendors in a cordial and professional manner and direct them to their respective space.
• Act as main contact for all Heidrick & Struggles guests and visitors including scheduling conference rooms, office space and videoconferences.
• Managing Robin, ensuring there aren’t any issues with overlapping/canceling reservations
• Preparing & greeting new hires on their first day
• Stay abreast of personnel changes throughout the company; know the key players and organizational structure.

Office Communications & Support

• Effectively screen calls and take messages in a pleasant and professional manner.
• Screen and route unsolicited calls and emails efficiently.
• Maintain reception area, conference rooms and café.
• Maintain up to date phone lists, office map and general office information.
• Provide administrative back-up support to consultants on ad-hoc basis.
• Efficiently organize and prioritize workload for multiple teams and/or projects.

Living Our Values

• Acting as a culture carrier; contributing to office and/or firm initiatives.
• Partnering well across a multitude of stakeholders with the aim of developing productive and trusting relationships with colleagues across the firm.
• Fostering an environment of collaboration; viewed as a team player.
• Demonstrating self-awareness, humility, empathy, and open-mindedness in the workplace.

Basic Role Qualifications

• Minimum 4 years of office/reception experience required.
• Available to work in-office Monday through Friday during regular business hours.
• Proficient knowledge of all Microsoft Office products. Minimum keyboarding skills of 60wpm.
• Excellent communication skills, verbal, written and listening.
• Experience dealing with people at all levels of an organization, getting and delivering often complex and sensitive information in both verbal and written communications.

Preferred Role Qualifications

• Prior guest or customer service experience preferred.
• Demonstrate business acumen and financial awareness.
• Experience with proprietary database environments
• Demonstrate effective and accurate proofreading and editing skills.
• Should be able to meet physical demands of the job including sitting for long periods of time, stooping, kneeling, reaching, standing, walking, lifting, pulling, pushing and speaking.