Admin Operations Coordinator

1. Front Desk & Guest Experience (50%) 

• Reception & Host: Serve as the primary onsite point of contact, managing the front desk during core business hours to greet employees, job candidates, visitors, and vendors.  

• Visitor Access & Security: Manage visitor check-in procedures, issue guest passes, coordinate with internal hosts, and ensure compliance with building security guidelines.  

• Front-of-House Maintenance: Keep the reception area, lobby, and primary candidate/guest spaces immaculate, organized, and welcoming.  

• Deliveries & Mail: Receive, log, and distribute all incoming mail, packages, and deliveries; assist with outgoing shipments. 

2. Candidate Travel, Recruiting & Admin Operations Support (50%) 

• Candidate Travel Coordination: Book and coordinate candidate travel arrangements (flights, hotels, rental cars/ground transportation, and expense/reimbursement guidance) for onsite interview loops.  

• Recruiting Logistics: Schedule candidate interviews, manage complex interviewing calendars, coordinate candidate communications, and host onsite interview loops.  

• Candidate & Guest Onsite Experience: Coordinate candidate arrival logistics, escort candidates to interview rooms, and ensure an exceptional, high-touch interview experience.  

• Office & Vendor Operations: Partner with the Workplace Operations Coordinator to order office supplies, coordinate catering/lunches, prep meeting spaces, and assist with vendor service visits.  

• Process Improvement: Identify opportunities to continuously improve travel booking workflows, recruiting coordination, and front office operational efficiency. 

• Cross-Functional Support: Provide administrative and operational support across Operations, Human Resources, Recruiting, Finance, IT, and Workplace Services as business needs arise. Assist with special projects and perform other duties as reasonably assigned.  

• Experience: 2–4 years of experience in front desk reception, office administration, recruiting coordination, or customer service.  

• Calendar & Travel Coordination: Demonstrated experience coordinating complex interview calendars and managing corporate travel bookings for candidates or team members.  

• Customer Service Mindset: Outstanding interpersonal and communication skills with a polished, welcoming, and professional demeanor.  

• Software Skills: Proficiency with Microsoft Office / Microsoft 365.  

• ATS Experience: Hands-on experience with an applicant tracking system (Lever, Greenhouse, Ashby, or similar) preferred.  

• Multi-tasking: Ability to balance front-desk duties with administrative and travel logistics in a fast-paced environment.  

• Education: Bachelor's degree preferred.