Front Desk Coordinator
POSITION SUMMARY:
The Evening Front Desk Coordinator is a key member of the Facilities team at our growing Manhattan postproduction facility. As the first point of contact for clients, visitors, and deliveries during evening hours, this role helps create a professional, welcoming environment while supporting the smooth flow of operations across departments.
The Evening Front Desk Coordinator must be personable, detail-oriented, highly organized, and able to multitask in a fast-paced, client-facing environment. This position offers the opportunity to grow within a collaborative and service-driven team.
MAIN DUTIES:
The Front Desk Coordinator will greet, welcome, and check in clients and guests in accordance with current security protocols; provide initial orientation to new clients and notify staff of visitor arrivals. They will maintain accurate visitor logs and sign out access badges and keys as needed, perform monthly reconciliations of badges and keys, and provide client support in person, via email, and by phone, route client requests to the appropriate departments for follow-up and resolution. They will also be responsible for the following:
- Maintain and update internal documents, logs, and spreadsheets
- Assist Facility Producer with turning over and set up of edit rooms and offices
- Support Client Services team with requests for Theater clients, assist with setup for meetings and client screenings
- Send out emails to clients and staff pertaining to events, maintenance, closures, etc.
- Update virtual whiteboard for daily meeting, send out daily wrap up email.
- Handle general purchasing needs and accurately log purchases. Track and reorder office supplies to maintain adequate stock at the front desk and shared spaces. Complete expense reports for review.
- Report and coordinate any maintenance or facility issues that arise during shift with the Facilities/Maintenance team
- Manage incoming and outgoing shipments, including logging and coordination
- Serve as a point of contact for emergency situations during evening shifts and follow company safety protocols
- Relay important internal announcements or updates to staff arriving during the evening shift
WHAT YOU BRING:
The ideal candidate will be reliable and punctual, with availability to work Monday through Friday from 12:00 PM to 8:00 PM. They must have the flexibility to adjust shift schedule with notice, including occasional weekends, and must have experience working in an office environment or similar administrative role. They must be meticulous and detail-oriented with strong multitasking abilities and the initiative to work independently. Additional desired skills include:
- Proficient in MS Office, Microsoft Teams, and Google Docs
- Professional appearance and excellent interpersonal demeanor
- Strong written and verbal communication skills
- Ability to maintain confidentiality and handle sensitive information professionally
- Strong problem-solving skills and the ability to remain calm under pressure
- Customer service orientation with a focus on supporting clients and vendors
- Basic familiarity with office equipment such as copiers, printers, and scanners
- Demonstrated team collaboration skills and the ability to work effectively with multiple internal departments
ABOUT THE COMPANY:
Company 3, including its various business units and family of brands, provides a full range of Creative Services for content creators, including conceptual design, pre-vis, look development, ideation and rapid prototyping, 3D animation/CGI, motion graphics/designers, matte painting, compositing, dailies and production services, color grading, post-production finishing, marketing/trailers, live-action production, experiences, and more.
Diversity and Inclusion at Company 3:
Creativity has diversity at its core. We celebrate the value of each unique experience by being dedicated to fostering the most diverse, equitable, and inclusive culture where every employee feels empowered and safe to show up to work as their full self.
It is our policy to provide equal employment opportunities to all applicants and employees. Please inform the Company's HR representative if you need assistance completing any forms or otherwise need any accommodation or support in order to participate in the application process.