Front Desk Manager

Job Description:

Overview

The Front Desk Manager serves as the first face and voice of Pape-Dawson while overseeing the daily operations of the front desk. This highly visible role is responsible for creating a welcoming, professional, and organized environment for clients, guests, and team members while ensuring front desk operations run efficiently and consistently. This position manages front desk activities, assists in the support of administrative processes, coordinates visitor and meeting logistics, handles confidential information with discretion, and serves as a key point of contact for employees and clients. The Front Desk Manager plays an important role in upholding the company’s reputation for excellence, professionalism, respect, and exceptional client service.

Responsibilities

• Greet all visitors, clients, vendors, and team members in a professional, courteous, and respectful manner.

• Answer, screen, and route incoming calls using a multi-line phone system, ensuring prompt and accurate message handling and follow-up.

• Manage front desk operations, including visitor coordination, lobby presentation, conference room scheduling, and daily front desk workflow.

• Ensure conference rooms, reception areas, and shared client-facing spaces are clean, organized, stocked, and prepared throughout the day.

• Coordinate catering, meeting logistics, room setup, and related support for internal meetings, client meetings, trainings, luncheons, and other office events.

• Oversee the pick-up, delivery, routing, processing, and distribution of engineering documents and other sensitive or confidential materials.

• Process and distribute confidential information and documents with discretion and professionalism.

• Maintain office supply inventory for front desk.

• Monitor technology equipment in conference rooms and coordinate repairs, service, or replacements with IT department, as necessary.

• Supervise, support, and mentor front desk staff, including delegating tasks, monitoring workloads, and ensuring appropriate coverage.

• Assist Human Resources with onboarding duties for new employees at HQ and bank building.

• Collaborate with supervisor and front desk team to develop, implement, and maintain front desk policies and procedures that enhance workflow, consistency, productivity, and overall operational efficiency.

• Serve as a point of contact for employees regarding office procedures, front desk resources, meeting logistics, and operational support.

• Foster a positive and professional front desk culture by maintaining a welcoming and supporting environment.

Qualifications

• Minimum of eight (8) years of experience in a front desk, client-facing administrative, office management, or related role.

• High school diploma or equivalent required; Associate’s degree or higher preferred.

• Previous experience supervising, mentoring, or coordinating administrative staff preferred.

• Experience answering and routing calls using a multi-line phone system.

• Strong professional presence with outstanding interpersonal and client service skills.

• Exceptional verbal and written communication skills.

• Proven organizational skills with the ability to manage multiple tasks, schedules, deadlines, and priorities accurately.

• Previous experience handling highly sensitive and confidential information with discretion and integrity.

• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.

• Strong attention to detail and accuracy in work products.

• Effective problem-solving skills with the ability to make informed decisions and adapt to changing work assignments.

• Dependable, trustworthy, and reliable work ethic.

• Ability to interact professionally with clients, visitors, employees, project teams, and senior leadership at all levels of the organization.

• Experience in the architecture, engineering, and construction industry preferred.

• Availability to work Monday through Friday, with an 8-hour shift within the front desk coverage window of 7:30 a.m. to 5:30 p.m.; occasional overtime may be required.

EEO Statement:

All qualified applicants for Pape-Dawson Engineers will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.