Front Desk Administrator / Office Coordinator

Overview:

As a national leader in the construction industry, Suffolk is redefining what it means to build. We challenge the status quo every day by gathering the people, innovations, and partnerships that can explore and go after new ways to do our jobs. Our focus on high-performing teams and technology translates to groundbreaking solutions for all industry sectors and phases of building. We provide value throughout the entire project lifecycle by leveraging our core construction management services alongside vertical service lines, an approach that is revolutionizing the industry and making a permanent mark on the world of business. Join us for a thrilling experience that will energize you, challenge you, and propel your career.

About Suffolk:

Suffolk is a national enterprise that invests, innovates, and builds. We provide value throughout the entire project lifecycle by leveraging our core construction management services with vertical service lines that include real estate capital investment, design, self-perform construction services, technology start-up investment and innovation research and development. We have $4.5 billion in annual revenue, 2,400 employees, and main offices in Boston (headquarters), New York, Miami, West Palm Beach, Tampa, Estero, Dallas, Los Angeles, San Francisco, and San Diego. We serve clients in every major industry sector, including health care, science and technology, education, gaming, transportation and aviation, and commercial. Suffolk is privately held and is led by founder, chairman and CEO John Fish. We're ranked #23 on the Engineering News Record list of "Top 400 Contractors." And we're proud to be a certified 2020 "Great Place to Work." For more information, visit www.suffolk.com and follow Suffolk on Facebook, Twitter, LinkedIn, YouTube, and Instagram.

The Role:

The Front Desk Administrator / Office Coordinator plays a pivotal role in creating an exceptional experience for clients, vendors, and employees as the first point of contact for the organization. This individual delivers outstanding customer service by warmly greeting guests, managing communications, and supporting overall business operations. Responsibilities include overseeing the front desk, performing administrative tasks, managing internal meeting spaces, and maintaining a well-organized office environment.

Hours: Monday-Friday 8am to 4:30pm (on-site)

Serve as the primary point of contact at the front desk, maintaining a professional and welcoming demeanor.
• Answer and route incoming phone calls efficiently and accurately.
• Greet and sign in guests upon arrival, ensuring a positive first impression.
• Welcome and introduce new hires to the office environment.
• Manage and maintain contact lists for job sites and regional contacts.
• Order and distribute business cards as needed.
• Reserve conference rooms for guests and staff as required.
• Monitor and manage access to the office, including the back entrance and parking lot inquiries.
• Restock and maintain supplies in designated areas daily.
• Coordinate courier requests and deliveries.
• Download and organize companywide FedEx and UPS invoices, follow up with departments for missing information, and submit to Accounts Payable for processing.
• Laminate documents and prepare shipping labels (FedEx/UPS) for large mailers as needed.
• Restock and maintain cleanliness in the coffee area daily.
• Create and distribute nametags for new desk setups.
• Sort, organize, and distribute incoming mail.

• High School Diploma or equivalent required; College degree preferred.
• 2+ years of experience in an administrative or receptionist role
• Exceptional interpersonal and customer service skills, with the ability to build strong relationships with staff, clients, and executives.
• Strong organizational skills with the ability to manage multiple tasks and priorities with high attention to detail.
• Excellent written and verbal communication skills.
• Proven ability to handle confidential information with discretion and professionalism.
• Ability to thrive in a fast-paced environment and effectively prioritize urgent matters.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database management tools.

Necessary Attributes:

• Detail-oriented with a commitment to accuracy.
• Positive, professional, and courteous demeanor.
• Reliable, hardworking, and dedicated to excellence.
• Outstanding team player with strong interpersonal skills.
• Flexible and adaptable to various tasks and challenges.

While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stands; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. Job site walking.

Suffolk provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, pregnancy or maternity, national origin, citizenship, genetic information, disability, protected veteran, gender identity, age or any other status protected by law. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment. Suffolk will not tolerate any unlawful discrimination toward, or harassment of, applicants or employees by anyone at Suffolk, or anyone working on behalf of Suffolk