Front Office Coordinator

Company Summary

Our most valuable asset is the relationships we share with our employees. It is our purpose to provide a positive experience through the service and support of our team members for a healthy work-life balance. Join our growing team as a Front Office Coordinator.

Job Overview

The Front Office Coordinator is the first point of contact for employees customers vendors and visitors at our Council Bluffs locations. This role helps maintain a professional and welcoming front office environment while supporting daily office operations. The Front Office Coordinator contributes to smooth office flow across both sites and upholds RMSs values of safety integrity teamwork responsiveness and fun.

Responsibilities:

Front Desk & Visitor Experience

• Greeting and welcome all visitors vendors and customers in a friendly professional manner.

• Manage visitors sign in and direct all guests to the appropriate personnel or meeting space.

• Answer screen and route incoming calls to the appropriate department or staff member.

• Maintain a clean organized professional lobby and front desk area.

• Provide general assistance and accurate information to callers and walk-in visitors.

Office & Administrative Support

• Perform clerical duties including filing scanning copying document assembly and basic data entry.

• Prepare and organize documents packets and materials as requested by office personnel.

• Assist with distributing mail packages and deliveries to correct departments.

• Maintain organized filing systems (digital and physical) ensuring documents are processed and stored accurately.

• Support general office workflow to ensure smooth daily operations.

• Ensure office space documents are kept up to date with correct team members name

Supply Management & Stocking (Both Council Bluffs Locations)

• Monitor supply rooms breakrooms conference rooms and copy areas daily to ensure they are fully stocked.

• Order office supplies breakroom items paper goods and other consumables following RMS procedures.

• Work with RMS Warehouse Clerks with deliveries supporting distribution of supplies when needed across both Council Bluffs locations.

• Track inventory levels and proactively identify restocking needs.

• Maintain clean organized and clearly labeled storage and supply areas for ease of access.

Breakroom & Shared Space Upkeep

• Keep all breakrooms clean organized and well-stocked (drinks coffee utensils paper products etc.).

• Wipe down counters appliances and tables regularly to maintain a professional environment.

• Monitor shared appliances and ensure proper upkeep and cleanliness.

• Refresh and organize shared spaces throughout the day.

Copy/Print & Conference Room Readiness

• Ensure all copy/print stations are stocked with paper toner and basic supplies.

• Keep printers copiers and surrounding areas clean and clutter-free; notify appropriate team if service is needed.

• Prepare conference rooms daily to ensure they are meeting ready.

• Restock meeting materials such as markers wipes and water as needed.

• Reset rooms at the end of the day to maintain cleanliness and order.

Customer Service & Internal Support

• Provide professional and courteous support to employees technicians vendors and customers.

• Assist with general office questions and provide directions to internal and external visitors.

• Serve as a positive representation of RMS in all interactions.

Other Duties

• Support leadership and office staff with administrative tasks as requested.

• Assist with minor facility-related needs such as signage room setup or simple organizational projects.

• Perform additional responsibilities as assigned by management.

Experience & Skills

Required:

• 13 years of experience in reception administrative support or customer service.

• Strong verbal and written communication skills with a professional demeanor.

• High attention to detail and strong organizational skills.

• Ability to multitask and manage time efficiently in a fast-paced environment.

• Basic computer proficiency including Microsoft Office (Outlook Word Excel).

• Demonstrated reliability punctuality and strong follow-through.

Preferred:

• Experience supporting multi-department office environments.

• Familiarity with office equipment such as copiers scanners and multi-line phone systems.

Physical & Mental Requirements:

• Must be able to lift 25-30 lbs. Must be able to sit for long periods of time and operate business equipment.

• Must be able to read / hear / write / spell / type and speak English clearly. Must be able to understand and follow written instructions communicate effectively orally and written and must be able to listen effectively.

• Must pass pre-employment drug screen.