Front Office Coordinator

Description

Position Summary:

As the Front Office Coordinator at Phoenix, you will represent the face of our company, being the first point of contact for our customers, vendors, and visitors. You will manage front office operations, including answering and directing phone calls, providing support to the PHX team, and assisting the Customer Success team.  This position requires being on site Monday to Friday.  Remote work not available for this role.

Essential Functions:

Phone Management:

• Answer incoming calls to the main PHX line.
• Screen and manage calls, routing them to the appropriate recipients.
• Use the ERP system for call routing and data entry.
• Take messages and communicate them to the relevant personnel.

Customer and Visitor Interaction:

• Assist customers as needed.
• Greet visitors, including customers, vendors, and applicants, ensuring they feel welcome and comfortable.
• Ensure compliance with GMPs and promote safe behaviors.

Administrative Support:

• Schedule meetings and manage conference room availability.
• Coordinate office activities, contests, and celebrations.
• Assist with job applicant scheduling and coordination.
• Arrange car rentals and assist with travel coordination.
• Sign for incoming packages and notify the appropriate parties.
• Coordinate catering for in-house meetings.
• Maintain the kitchen and order food for company-sponsored meals.
• Order supplies for the front office, mailroom, and kitchen.
• Assist employees with daily issues and direct them to the appropriate management for further assistance.
• Utilize expense tracking software to support the team.

Mail and Email Management:

• Receive incoming mail and packages and distribute them to appropriate parties.
• Manage the PHX General inbound email and forward as necessary.

Other Responsibilities:

• Encouraged to participate in Safety Committee and Team Success
• Perform other duties as assigned.
• Follow all Food Safety related policies and procedures.
• Adhere to all Safety Rules, policies, procedures, and work instructions.
• Assist with samples, as needed.

Qualifications:

• Excellent Communication Skills: Strong verbal and written communication skills are essential for interacting with visitors and staff.
• Organizational Skills: Ability to manage schedules, maintain files, and keep the office organized.
• Customer Success Skills: A friendly and welcoming demeanor is crucial.
• Computer Proficiency: Familiarity with Microsoft Office Suite (Word, Excel, Outlook, Teams).

Requirements

EDUCATION AND TRAINING:

• 3+ years of reception or administrative support
• Dynamic communicator along with pleasant telephone presence
• Must be punctual and detail oriented
• Proficiency with Microsoft Outlook, Word, Excel and Teams
• Previous experience with ShoreTel Phone System or other phone system a plus

PHYSICAL DEMANDS:

• Pushing or Pulling (5-25 lbs. typically 0-15% of the day)
• Lifting or Carrying (1-5 lbs. typically 0-15% of the day)

EQUIPMENT USED:

• Personal computer; telephone; copy machine, printer, various office equipment

CONTACTS:

• Account Services Manager, Sample Tech, Account Coordinators, Accounting and other front office personnel, executive staff as well as other employees and visitors.

SUPERVISION:

• Reports to Director, Customer Success