Front Office Coordinator

San Francisco, CA

Job Title: Front Office Coordinator

Department: Operations

Reports to: Director, Operations

Exempt/ Non Exempt: Non-Exempt

Function: Coordinate the front office activities and provide a welcoming environment for visitors and staff. Full time on-site role


Duties and Responsibilities:

  • Greet, announce, and direct visitors in a welcoming manner.
  • Answer, screen, and direct incoming telephone calls and emails, providing basic information as requested.
  • Respond to staff and visitor requests and anticipate their needs.
  • Coordinate outgoing express mail, create labels for mass mailings, prepare packages and envelopes, distribute incoming mail and deliveries.
  • Act as floor warden, participate in all building management safety and disaster preparedness training and drills and distribute associated information.
  • Reconcile invoices for accuracy, prepare expense reports and reconcile petty cash.
  • Assist the Operations Department with the monthly billing process, data input and various tasks as requested.
  • Provide support for business meetings including preparation of room, coordination with IT, and document collation.
  • Coordinate catering and events, including order placement and delivery, meal and conference room setup, and storage and/or disposal of leftovers.
  • Make coffee/tea and arrange for other beverages for guests as requested.
  • Contact vendors and serve as the point person for office maintenance and supply requests.
  • Order and maintain an appropriate inventory of office and kitchen supplies, including snacks and beverages.
  • Maintain the general appearance of all common areas of the office, including the reception area, conference rooms, wellness room, copy/supply room, and kitchen/lunchroom (including loading and unloading the dishwasher each day).
  • Liaise with building management to update the visitor system, security, request HVAC and janitorial services.


Preferred Qualifications and Skills:

  • Bachelor’s degree
  • 2+ years office experience
  • Proficient in use of Microsoft Office Suite programs including Excel and Word with basic knowledge of PowerPoint
  • Pleasant personality
  • Customer service orientation
  • Keen attention to detail
  • Strong communications and project management skills
  • Ability to demonstrate poise, tact, and diplomacy under pressure
  • Adaptable to changing plans and priorities.



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