Front Desk Coordinator

Description

We support democracy.

Our vision at Election Systems & Software (ES&S) is simple and unwavering — we provide products and services of exceptional quality and value to maintain voter confidence and enhance the voting experience. We accomplish this through continuous investments in research and development, resulting in regular product updates and security enhancements for each voting system we design, build, sell, and support.

Join the ES&S team, where we are crafting the future of voting in the United States! As part of our team, you will provide solutions that meet the industry’s ever-evolving needs. Our people apply their innovative perspective to challenges big and small, and ES&S provides the resources to make our employees’ vision a reality.

Summary/Objective: The Front Desk Coordinator serves as the first point of contact for the organization and sets the tone for the experience of employees, visitors and vendors. This role primarily supports the Corporate Administration division, while also providing assistance to other departments located throughout the company. Areas of focus include the employee experience, internal and external events/activities, special projects, and administrative operations. This position serves as a face of the company and is expected to be a problem-solving resource.

Essential Duties and Responsibilities:

1. Greet visitors or callers to handle their inquiries or direct them to the appropriate people according to their needs.
2. Coordinate meetings, conferences, and special events by managing room schedules and event calendars, preparing materials, arranging room setup and catering, and ensuring conference rooms are professional and ready for use.
3. Support security and onboarding/offboarding processes by issuing employee and visitor badges, coordinating workspace readiness, and preparing new hire welcome materials.
4. Maintain office readiness by monitoring common areas and managing the inventory, ordering, and restocking of office, kitchen, and breakroom supplies.
5. Support daily office operations by managing mail, shipping, incoming deliveries, courier requests, and coordinating maintenance of postage, printer, and copy equipment.
6. Provide administrative and operational support across departments, including special projects, peak period assistance, and coordination with building maintenance and cleaning services.
7. Serve as the primary point of contact for office safety-related tasks, including management of AEDs, first aid supplies, and communications through the mass emergency notification system.
8. Support employee engagement events, recognition activities, and internal office programs.
9. Assist with company-wide communications related to office operations, closures, events, or employee notices.
10. Coordinate with external vendors and service providers to support office operations, events, and facility needs.
11. Train temporary staff to provide front desk coverage during absences and maintain a process manual for backup coverage.

Requirements

Qualifications:

Education: High school diploma required; associate’s degree preferred. 

Experience: 3+ years’ experience in administrative, clerical, and/or executive support required. Prior Human Resources support preferred experience.

Competencies:

• Intermediate to advanced skills in Microsoft 365 – focus on Outlook, Teams, PowerPoint, and Excel.
• Intermediate skill level and comfort using modern operating systems, web-based software platforms, and mobile apps.
• Intermediate to advanced written and verbal communication skills.
• Strong organizational skills with a high attention to detail.
• Positive attitude, even during stressful situations.
• Ability to solve problems creatively while working with minimal supervision.
• Drive to identify and act upon opportunities for improvement.
• Reliable in-person attendance and ability to complete job duties within required timeframes.
• Ability to handle confidential information.
• Professionalism and exceptional customer service skills with all levels of internal and external customers.

Travel: Less than 5% of travel is expected.

EEO Statement: In order to provide equal employment and advancement opportunities to all individuals, employment decisions at ES&S will be based on merit, qualifications, and abilities. ES&S does not discriminate in employment opportunities or practices on the basis of race, creed, color, religion, sex, sexual orientation, national origin, citizenship status, marital status, age, disability, genetic information, or because of past, current, or future military obligations or any other characteristics protected by law.

This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.

E-Verify: ES&S shall electronically verify the employment eligibility of their newly hired employees and shall submit a query to E-Verify for any newly-hired employee after completion of the I-9 process and no later than the end of the third business day after the employee’s actual start date.