Office Coordinator

Front Desk Concierge / Office Coordinator

Common Sail Investment Group

Overview:

• Location: 7927 Nemco Way, Suite 200, Brighton, MI 48116
• Position: Front Desk Concierge / Office Coordinator
• Job Type: Full Time
• Schedule: Monday-Friday from 8am-4:30pm

Position Summary:

The Front Desk/Concierge serves as the welcoming face of CommonSail Investment Group and supports the daily operations of the Shared Services office. This role creates a professional, organized, and hospitable environment for employees, clients, vendors, and guests while coordinating front desk, office, meeting, mail, supply, onboarding, and facility needs.

Education, Knowledge and Skills:

• High school diploma or GED required; some college coursework preferred.
• At least two years of administrative, office coordination, or front desk experience preferred.
• Proficiency with Microsoft Outlook, Word, and Excel and the ability to learn office systems and vendor platforms.
• Knowledge of standard telephone, office, mail, copier, and audiovisual equipment.
• Excellent interpersonal and customer service skills with a friendly, polished, and professional approach.
• Strong written and verbal communication skills.
• Highly organized with strong attention to detail and the ability to manage multiple priorities.
• Proactive, resourceful problem-solving skills and sound judgment.
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Ability to remain patient, positive, and professional during busy or high-stress situations.
• Dependable team player who contributes to a welcoming, service-focused workplace culture.

Primary Responsibilities:

• Open and close the office, including locking and unlocking front doors, turning lobby and kitchen lights on and off, and completing general opening and closing checks.
• Greet and direct employees, clients, vendors, and visitors in a professional and friendly manner; offer refreshments and provide general assistance as needed.
• Monitor incoming calls and voicemails, route messages promptly, and maintain current company telephone and email directories.
• Manage conference room calendars and help ensure meeting rooms are clean, organized, stocked, and ready for scheduled events.
• Open, date-stamp, sort, and distribute incoming mail; receive and route deliveries; and coordinate outgoing mail and FedEx shipments.
• Maintain office and kitchen supplies, including coffee, beverages, snacks, paper products, and plasticware; complete inventory checks and place orders through approved vendors.
• Maintain daily kitchen organization, including unloading the dishwasher, replenishing supplies, and supporting food and beverage preparation for office needs.
• Coordinate service and maintenance for office equipment, including copiers, the Quadient postage machine, coffee equipment, and water service.
• Serve as the point person for routine interior maintenance requests and coordinate with building management or approved service providers.
• Prepare new hire welcome materials, gift bags, nameplates, key fobs, access items, welcome signage, and workspace readiness in partnership with the onboarding team.
• Maintain, distribute, and track office keys and access devices; update door codes or access records as directed.
• Order AP check stock and envelopes for the Brighton and North Canton offices.
• Assist with Culture Committee activities, office events, and company-wide functions, including planning, setup, and cleanup.
• Prepare designated expense documentation and provide administrative support to other departments as needed.
• Additional job duties as assigned.

General Working Conditions:

This position entails standing for periods of time. While performing the duties of this job, the employee is required to communicate effectively with others, sit, stand, walk, and use hands to handle a keyboard, telephone, paper, files, and other office equipment and objects. The employee is occasionally required to reach with hands and arms and may occasionally stoop, kneel, crouch, or crawl. This position requires the ability to review detailed documents and read computer screens. The employee will occasionally lift and/or move up to 25 pounds. The work environment requires appropriate interaction with others, and the noise level is generally moderate.

This classification description is intended to indicate the general kinds of tasks and levels of work difficulty that are required of positions given this title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under their supervision. The use of a particular expression or illustration describing duties shall not exclude other duties not mentioned that are of a similar kind or level of difficulty.

Equal Opportunity Employer

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