Front Desk & Administrative Coordinator

JOB TITLE: Front Desk & Administrative Coordinator

Position Summary: The Front Desk & Administrative Coordinator serves as the first point of contact for CFM employees, customers, vendors, and visitors while providing day-to-day administrative support across the office. This role is responsible for managing front desk operations, incoming calls and correspondence, office and meeting coordination, company calendars and records, and maintaining an organized and professional workplace. The position also provides administrative support to the Accounting and Credit teams, including invoice routing, check preparation, and other clerical accounting functions. The ideal candidate is highly organized, dependable, professional, and comfortable managing multiple priorities while delivering a consistently positive experience to both internal and external customers.

Key Responsibilities:

Front Desk & Office Administration

• Answers, screens, and directs calls on the multi-line phone system courteously and professionally; takes messages and forwards telephone calls to appropriate employees, voice mail, or cell phones. 
• Clears messages each morning and delivers to appropriate employees. 
• Meets and greets all visitors, determines their needs, and directs them to the appropriate employee/locations. 
• Responds to visitors and employees courteously and professionally. 
• Opens and routes incoming mail.  
• Prepares and forwards outgoing mail and packages. 
• Composes and types routine correspondence as required. 
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing as required. 
• Organizes and maintains file system; files correspondence and other records. 
• Orders and maintains supplies arranges for equipment maintenance and keeps the reception area organized. 
• Ensures all copiers are stocked with printer paper. 
• Prepares coffee pots and maintains office supplies stocked in kitchens. 
• Prepares and maintains meeting and conference room reservation and catering schedules; circulates schedule to appropriate staff. 
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues. 
• Performs other related duties as assigned by management.  
• Updates Phone List and Outlook contacts as needed. 
• Updates and maintains Company Calendar. 

Accounting & Credit Support

• Assists Accounting and Credit teams as necessary to meet departmental objectives. Including but not limited to preparing checks for mailing.  
• Go through Invoice@cfmcompany.com email for AP invoice sorting to corresponding folders in server.  

Required Qualifications:

• Excellent verbal and written communication skills. 
• Proficient in Microsoft Office: Word, Excel, PowerPoint  
• Strong interpersonal skills.  
• Ability to understand and follow written and verbal instructions 
• Ability to deal effectively with a diversity of individuals at all organizational levels. 
• Commitment to excellence and high standards. 
• Strong organizational skills; able to manage priorities and workflow. 
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm. 
• Must be able to speak, read, write, and understand the primary language(s) used in the workplace. 
• Professional appearance and demeanor 
• Ability to perform diversified clerical functions and basic accounting procedures. 

Core Competencies:

• Analytical--Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures. 
• Problem Solving--Identifies and resolves problems promptly; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.  
• Customer Service--Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. 
• Teamwork--Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.  
• Attendance/Punctuality--Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.  
• Dependability--Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.  

Work Environment:

• This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.  

Physical Requirements:

• This is mostly a sedentary role; however, some filing is required. This would require the ability to lift files up to 20 lbs, open filing cabinets and bend or stand as necessary.  

Schedule & Work Hours:

• This is a full-time position. Days and hours of work are Monday through Friday, 7:00 a.m. to 4:00 p.m.  

Compensation:

• $23-26 per hour

The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements.  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.