Overview

Front Desk Coordinator Jobs in New York, NY at Hartley House

Title: Front Desk Coordinator

Company: Hartley House

Location: New York, NY

Position Overview

The Front Desk Coordinator reports to the Manager of Facilities and Operations. Hudson Guild is seeking a welcoming, organized, and service-oriented Front Desk Coordinator to serve as a primary point of contact for community members, program participants, families, visitors, staff, vendors, and partners. The Front Desk Coordinator plays an important role in creating a professional, inclusive, and welcoming environment while supporting the daily administrative and operational functions of the organization.

This position is responsible for coordinating front desk activities, managing incoming inquiries, assisting visitors, supporting building access procedures, maintaining front desk records and communications, and helping ensure the smooth flow of information across departments. The ideal candidate is approachable, dependable, highly organized, and comfortable managing multiple priorities in a busy community-based nonprofit environment.

Required Qualifications

  • High school diploma or equivalent required.
  • Minimum of 1–2 years of experience in front desk operations, reception, customer service, office administration, community services, hospitality, or a related role.
  • Strong interpersonal and customer service skills.
  • Excellent verbal and written communication skills.
  • Ability to interact professionally and respectfully with individuals from diverse backgrounds and communities.
  • Strong organizational skills and attention to detail.
  • Ability to manage multiple tasks, interruptions, and competing priorities in a busy environment.
  • Demonstrated reliability, punctuality, and professionalism.
  • Ability to exercise sound judgment and appropriately escalate concerns.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Basic proficiency with email, calendars, word processing, spreadsheets, and general office technology.

Responsibilities

  • Serve as a primary point of contact for community members, program participants, families, visitors, staff, vendors, and external partners.
  • Welcome and assist all individuals in a warm, professional, respectful, and culturally responsive manner.
  • Maintain a welcoming, organized, and professional front desk and reception area.
  • Answer, screen, and route incoming telephone calls and general inquiries to the appropriate staff member or department.
  • Provide accurate general information regarding Hudson Guild programs, services, locations, events, and points of contact.
  • Direct visitors to the appropriate program, department, meeting, or staff member.
  • Manage visitor sign-in and sign-out procedures in accordance with organizational safety and security protocols.
  • Notify staff of scheduled guests, appointments, deliveries, vendors, and service providers.
  • Respond professionally to individuals who may be upset, confused, or in need of assistance and escalate concerns when appropriate.
  • Coordinate the daily activities and workflow of the front desk.
  • Monitor email accounts, general voicemail boxes, and other assigned communication channels.
  • Maintain awareness of daily program schedules, meetings, events, room usage, closures, and other activities that may impact visitors and community members.
  • Communicate relevant updates and information to staff and departments as needed.
  • Maintain current staff directories, departmental contact information, program materials, forms, and community resources.
  • Ensure front desk signage, notices, informational materials, and visitor instructions are current and appropriately displayed.

Administrative Support

  • Receive, sort, distribute, and track incoming mail, packages, deliveries, and correspondence.
  • Perform general administrative duties, including data entry, scanning, copying, filing, document preparation, and records organization.
  • Maintain accurate logs, trackers, spreadsheets, and other front desk records.
  • Monitor front desk and general office supplies and communicate replenishment needs

Operations and Facilities Support

  • Serve as a communication link between the front desk, Operations, Programs, Human Resources, and other departments.
  • Report building, maintenance, safety, technology, and facility concerns promptly to the appropriate staff member.
  • Submit or assist with tracking service requests and operational issues as assigned.
  • Assist with meeting and event logistics, including signage, visitor coordination, room preparation, and basic setup needs.
  • Support the coordination of vendors, contractors, deliveries, and service providers when they arrive on-site.
  • Help maintain shared front desk spaces and ensure operational materials are organized and accessible.
  • Provide front desk coverage and support at other Hudson Guild locations when operationally necessary.

WORKING CONDITIONS: Typical office setting that may require occasional travel between multiple sites consistent with a community center environment.

PHYSICAL REQUIREMENTS: Position requires frequent communication with participants, management, and staff. Occasionally remain in a stationary position, as well as frequently operate a computer and other office machinery, such as phone and copy machine. Occasionally lift up to 20 lbs.

EXPECTED HOURS/TYPICAL SHIFT: Monday to Friday, 4:00PM- 11:00PM with occasional early morning hours or weekends as needed.

As a full time employee at Hudson Guild, you will be eligible for:

  • 24 Vacation Days
  • 1 Floating Holiday
  • 12 Sick Days
  • Medical, Dental and Vision Insurance
  • 403b Plan

Hudson Guild is an Equal Opportunity Employer

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