Front Desk Coordinator

Front Desk Coordinator

Prague

The Front Desk Coordinator serves as the first point of contact for visitors, employees, and external partners, ensuring a professional and welcoming office environment.

The role is responsible for the efficient operation of front desk and administrative activities, including visitor management, office coordination, communication support, and general administrative services. By delivering excellent customer service and maintaining smooth day-to-day office operations, the Front Desk Coordinator contributes to a positive employee and visitor experience while supporting overall business effectiveness.

Key Responsibilities

Reception & Visitor Management

- Serve as the first point of contact for visitors, employees, and external partners.
- Welcome and register visitors in accordance with company policies and security procedures.
- Manage visitor access, badges, and sign-in/sign-out processes.
- Coordinate meeting room bookings and ensure rooms are prepared for meetings and events.
- Maintain a professional, welcoming, and organized reception area.

Office Administration

- Receive, distribute, and track incoming and outgoing mail, courier deliveries, and packages.
- Maintain office records, filing systems, and administrative documentation.
- Process administrative requests from employees and management.
- Support invoice processing and vendor-related administrative activities as required.
- Assist with the preparation of reports, presentations, and correspondence.

Office Operations & Facilities Coordination

- Monitor office supplies and coordinate timely ordering and replenishment.
- Act as a liaison with facility management, building management, and external service providers.
- Coordinate maintenance requests and ensure prompt resolution of office-related issues.
- Support workplace health, safety, and security procedures.
- Ensure common areas remain organized, functional, and representative of company standards.

Employee & Customer Support

- Provide day-to-day support to employees regarding office-related inquiries and services.
- Assist new hires with workplace orientation and office logistics.
- Deliver a high level of customer service to internal and external stakeholders.
- Resolve routine issues independently and escalate more complex matters when appropriate.

Event & Meeting Coordination

- Support the organization of internal events, training sessions, workshops, and company meetings.
- Coordinate catering, room setup, visitor logistics, and event materials.
- Assist with employee engagement activities and office celebrations.
- Ensure the smooth execution of office events and meetings.

Communication & Stakeholder Management

- Manage incoming phone calls and general office communications.
- Communicate effectively with employees, visitors, vendors, and business partners.
- Build and maintain positive relationships with internal and external stakeholders.
- Ensure timely and professional responses to inquiries and requests.

Compliance & Continuous Improvement

- Adhere to company policies, procedures, and confidentiality requirements.
- Ensure compliance with visitor management, security, and workplace regulations.
- Identify opportunities to improve administrative and office processes.
- Contribute to a positive workplace experience and operational efficiency.

Requirements:

- Secondary education or a university degree in economics, administration, or a related field.
- Previous experience in administration or an administrative role.
- Onsite presence at the office is required.
- Understanding of administrative and back-office-related documentation.
- High level of accuracy and attention to detail when working with data and documents.
- Strong organizational skills and attention to detail.
- Good communication skills.
- Ability to manage priorities and meet deadlines.
- Discretion and responsible handling of confidential information.
- Basic knowledge of administrative processes.
- Proficiency in Microsoft Office Suite.
- Languages: Fluent in Czech and English