Front Desk Coordinator - CAQ

WHAT YOU’LL BE DOING:

Office Operations

·        Provide front desk coverage from 8:00 AM – 5:00 PM, with allowances made for one remote workday based on office needs. Greet visitors warmly, assist with inquiries, and ensure a positive experience for all guests.

·        Answer all calls to the primary office line, screen and direct inquiries, and provide prompt and professional responses.

·        Oversee the cleanliness and orderliness of the reception area, meeting rooms, and common spaces. Ensure areas are well-stocked and maintain office plants.

·        Receive, sort, and distribute incoming mail and packages. Manage outgoing mail procedures, including scheduling couriers when necessary.

·        Manage the electronic access control system for the suite, fob/card programming, and visitor registration, ensuring secure entry in coordination with building security. Maintain an adequate supply of access cards and request replacements as needed.

·        Act as the primary liaison for facility-related needs, including work orders, pest control, janitorial services, and general maintenance. Notify staff of any office disruptions and oversee the resolution of facility issues.

·        Manage office assets, including copiers, kitchen appliances, furniture, and associated keys. Ensure new employees have properly equipped workspaces and coordinate any changes to the office layout. Maintain an accurate inventory of office and kitchen supplies, placing timely orders while staying within budget.

·        Work closely with CAQ’s Event Manager to ensure all meeting needs are met. Coordinate and set up meeting rooms, ensuring proper arrangement of furniture, materials, and technology. Assist with reserving conference room spaces and addressing any logistical requirements.

·        In collaboration with the CAQ Events Manager, coordinate food services for meetings, including setup, breakdown, and cleanup. Maintain the office kitchen and breakroom by keeping supplies stocked, monitoring expiration dates, and ensuring cleanliness and organization.

·        Act as backup support to the IT Manager with: IT hardware inventory; conference room AV equipment, assisting staff with system connectivity; and ad hoc tasks, as needed.

Expense Reconciliation

·        Serve as backup support to the Sr. Manager, Office Operations & HR to ensure all new vendors are registered accurately. Submit contracts for processing, track approvals, and maintain proper documentation.

·        Reconcile and process invoices within a timely manner. Maintain accurate financial records for tracking office expenses.

·        Reconcile CAQ’s corporate credit card transactions, ensuring timely processing and accurate documentation.

General Administrative Support

·        Assist team members with administrative tasks, including time and expense report processing, travel arrangements, scheduling, and ad hoc tasks.

·        Schedule and organize internal and external meetings, maintaining checklists, tracking requests, and ensuring all logistics are in place.

·        Maintain and coordinate team calendars, appointments, calls, meetings, and travel itineraries, ensuring all information is updated and accurately reflected.

·        Prepare and send email communications to staff regarding important updates, reminders, and organizational programs such as the gym reimbursement, You Earned It, and building events.

WHAT YOU’LL BRING TO THE ROLE:

·      Strong interpersonal, communication, and organizational skills.

·      Advanced proficiency with Microsoft Office 365, particularly Outlook, Word, Excel, and PowerPoint.

·     Strong time management skills with the ability to prioritize and complete multiple tasks efficiently, accurately, and seamlessly while supporting other team members.

·     Excellent organization skills and attention to detail.

·     Ability to edit written documents and publications.

·     Exceptional interpersonal, teamwork, and communication skills.

·     Resourceful self-starter who takes initiative on tasks and requests.

·     Demonstrates transparency, sound judgment, discretion, and the highest levels of confidentiality.

·     Possess good sense of Situational Awareness at a corporate level.

·     Flexibility to work extended hours as required, given minimal advance notice.

WHAT YOU NEED TO SUCCEED:

·     High School degree / GED

·     Minimum of 3-5 years of successful administrative support experience in a professional office environment supporting multiple team members or hospitality role.

·     Brings professionalism and warmth to every client and team interaction.

WHAT WILL SET YOU APART:

·        BA degree a plus

·       Working knowledge of Salesforce (or similar CRM) and project management software a plus.

COMPENSATION

The anticipated salary range for this position is $58,513 - $68,839. The actual salary offered will be determined based on job-related factors allowed by law, including experience, training, geographic location, certifications, market conditions, departmental budgets, and job responsibilities. The CAQ provides a comprehensive benefits package, including medical, dental, vision, 401(k), holiday pay, vacation, and more. For an overview of our benefits, please visit the following link: https://www.thecaq.org/careers.

ABOUT THE CAQ

The Center for Audit Quality (CAQ) is a leading non-profit organization dedicated to enhancing investor confidence and public trust in the global capital markets. We support the auditing profession by providing thought leadership, fostering collaboration, and addressing emerging areas of assurance.