Front Office Coordinator

Job Description

ECS is seeking a Front Office Coordinator to work onsite at our Fairfax, VA office. Note: This position is contingent upon additional funding.

Role Overview

The Front Office Coordinator serves as the first point of contact and the "engine room" of our daily operations at 2700 Prosperity Avenue. The role combines front‑desk duties with inventory management, supply ordering, access‑control administration, and project‑level assistance for facilities, information‑technology (IT), and recruiting/hiring initiatives. The Front Office Coordinator ensures that the office environment runs smoothly, that breakroom and supply areas are well‑stocked, and that security protocols for suite access are consistently applied. As the Front Office Coordinator, you won’t just manage the desk; you’ll have a front-row seat to how our business runs. This role offers unique cross-functional exposure, providing you with hands-on learning opportunities related to Facilities, IT inventory management, Program Operations, and Recruiting.

Key Responsibilities

• Front Desk & Access Control
• Visitor Management: Greet guests, manage sign-in procedures, and provide a professional first impression.
• Security: Manage suite access control, issue temporary badges, and monitor visitor logs to ensure office security is maintained.
• Meeting Coordination
• Conference Room Management: Oversee the central reservation system for all shared meeting spaces, resolving scheduling conflicts, and ensuring rooms are "reset" (chairs straightened, whiteboards cleared) each day.
• Catering Coordination: Act as the primary point of contact for meeting breakfast/lunch/snack requests; manage external catering orders from placement to delivery, ensuring dietary requirements are met and setups are professional.
• Supply Chain & Inventory Management
• Stocking: Stock and organize supply closets, pantry areas, and breakroom refrigerators; monitor expiration dates and waste.
• Procurement: Proactively monitor inventory levels and place orders for office supplies, snacks, and beverages within budget.
• Vendor Relations: Coordinate with delivery services and manage relationship with office vendors (coffee, cleaning, Shred-It, etc.).
• Tracking & Budgeting: Maintain an up‑to‑date “Supply Tracker” spreadsheet, producing monthly reports for budgeting.
• Facilities & IT Support
• Office Maintenance: Submit Facilities tickets for building maintenance issues.
• Project Assistance: Assist the Program Manager with Facilities and IT projects specific to our building, relating to office moves, hardware deployments, or equipment upgrades.
• Troubleshooting: Act as the first line of contact for minor office maintenance issues or basic AV/IT troubleshooting in conference rooms.
• Space Maintenance: Conduct daily walkthroughs to ensure all equipment (printers, coffee machines) is functional and areas are tidy.
• General Administrative Support
• Mail & Logistics: Handle all incoming/outgoing mail, shipping (FedEx/UPS), and courier deliveries; working with our in-house Logistics team.
• Event Support: Assist in the setup and breakdown of in-office meetings and company events.
• Reporting: Prepare routine correspondence, presentations, and reports as directed.
• Team Collaboration & Continuous Improvement
• Identify opportunities to streamline front‑desk, inventory, or access‑control processes and propose enhancements.
• Provide training to new staff or temporary receptionists on procedures and systems.
• Contribute to a positive workplace culture by promoting courteous, inclusive, and professional interactions with all building occupants.

Required Skills

• US Citizen; ability to obtain a Secret security clearance
• High school diploma or GED
• 2+ years of front‑desk or receptionist experience OR 2+ years in an administrative support role with inventory duties
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); ability to learn basic IT troubleshooting
• Ability to lift up to 25 lbs (for stocking/deliveries) and remain active throughout the day
• Strong customer‑service orientation and professional demeanor
• Excellent organizational and multitasking abilities; able to prioritize competing tasks
• High attention to detail; accurate data entry and record‑keeping
• Discretion and integrity when handling security credentials and confidential information
• Ability to work independently and as part of cross‑functional teams

Desired Skills

• Associate’s degree or higher in Business Administration, Hospitality Management, or a related field
• Prior exposure to access control systems, facilities coordination, or basic IT support is a strong asset

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ECS is an equal opportunity employer and does not discriminate or allow discrimination on the basis any characteristic protected by law. All qualified applicants will receive consideration for employment without regard to disability, status as a protected veteran or any other status protected by applicable federal, state, or local jurisdiction law.

ECS is a leading mid-sized provider of technology services to the United States Federal Government. We are focused on people, values and purpose. Every day, our 3200+ employees focus on providing their technical talent to support the Federal Agencies and Departments of the US Government to serve, protect and defend the American People.