Reception & Office Coordinator

Ficoso - First Corporate Solutions, Inc.; Sacramento (CA); On-site; USD 42,000 - 60,000; Full time

Job summary

Ficoso - First Corporate Solutions, Inc. is seeking a Reception & Office Coordinator in Sacramento to manage front desk operations and support daily office functions.

The role serves as the primary contact for visitors and callers, handles mail and document processing, and coordinates office needs including supplies, vendors, and facility requests. The coordinator ensures a professional, welcoming front office environment while assisting with basic facilities tasks and office improvement

Qualifications

• High School Diploma; some college preferred.
• Work experience in customer service and/or office work in a fast-paced environment.
• Type 45 wpm with 100% accuracy.
• Ability to operate a multi-line phone system.
• Competency with basic computer applications including full Microsoft Suite.
• Comfortable with .pdfs and a paperless work environment.
• Strong communication skills with reading, writing, speaking in English.

Responsibilities

• Independently manage all front desk activities and assigned tasks.
• Answer incoming calls using a multi-line phone system and direct callers accordingly.
• Greet visitors professionally and direct them accordingly.
• Open and sort incoming mail and packages; distribute as needed.
• Handle mail-related projects including printing, tracking, and mass packaging.
• Scan and rename documents for electronic storage; organize shipping supplies.
• Scan, fax, and copy as requested.
• Record customer interactions with issues and escalate to manager.

Skills

Customer service

Office administration

Multi-line phone system

Typing 45 wpm

English communication

Education

High School Diploma

Some college

Tools

Microsoft Office

Adobe Acrobat

PDF Studio Pro

Job description

SUMMARY

The Reception & Office Coordinator is responsible for managing all front desk operations while supporting the smooth day-to-day functioning of the office. This role serves as the primary point of contact for visitors and callers, oversees mail and document processing, and coordinates office and building needs including supplies, vendors, and facility requests. The coordinator ensures a professional, welcoming front office environment while assisting with basic facilities tasks and office improvement projects.

Description

SUMMARY

The Reception & Office Coordinator is responsible for managing all front desk operations while supporting the smooth day-to-day functioning of the office. This role serves as the primary point of contact for visitors and callers, oversees mail and document processing, and coordinates office and building needs including supplies, vendors, and facility requests. The coordinator ensures a professional, welcoming front office environment while assisting with basic facilities tasks and office improvement projects.

Front Desk/Reception

• Independently manage all front desk activities and assigned tasks
• Answer incoming calls using a multi-line phone system and directing callers accordingly
• Professionally and positively greet all visitors and direct them accordingly
• Open and sort all incoming mail, packages, other parcels and distribute as needed
• Manage mail related projects which includes printing, tracking, and packaging mail items in mass quantities
• Manage scanning and renaming documents for electronic storage
• Organize and store shipping supplies
• Scan, fax, and copy as requested
• Record customer interactions with issues and elevate to manager immediately

Office/Building Coordination

• Oversee office supplies, facility requests, common areas, and own office appearance
• Facility walkthroughs & Safety checks (lights, doors, badges, alarms, etc.)
• Vendor management for cleaning, HVAC, security, landscaping, repairs
• Overseeing building access for vendors
• Coordinating/scheduling maintenance vendors
• Vet new vendors as well as research new vendors
• Oversee Facility Opening and Closing Schedule
• Opening/Closing of office
• Light project coordination for office improvements
• Other duties as assigned by department supervisor or manager

Requirements

REQUIRED EXPERIENCE & PREFERRED ATTRIBUTES

• High School Diploma, some college preferred
• Work experience in customer service and/or office work in a fast-paced environment
• Type 45 wpm with 100% accuracy
• Ability to operate a multi-line phone system
• Competency with basic computer applications including full Microsoft Suite and internet research
• Comfortable with .pdfs (PDF Studio Pro, Adobe Acrobat) and a paperless work environment
• Strong communication skills with reading, writing, speaking in English
• Applying critical thinking and working independently
• Capable of successfully collaborating with peers and management
• Detail-oriented with solid organizational, time management, and multi-tasking skills
• Work effectively in a teamwork environment