Front Desk Administrator

Position Summary

The Office Services team supports the daily operations of Harris Associates by ensuring a well‑organized, efficient, and professional workplace environment. The team manages mailroom activities, keeps kitchen and common areas stocked and orderly, sets up daily lunch service, assists with office errands, and handles the movement of boxes, supplies, and materials. Office Services also provides general clerical support and helps maintain a polished, client‑ready office setting that ensures employees and visitors experience the consistent excellence that defines Harris | Oakmark.

The Front Desk Administrator serves as the first point of contact for visitors and anyone reaching Harris | Oakmark by phone, email, or in person. This role requires professionalism, courtesy, and a strong service mindset.

The ideal candidate is a self-starter and problem solver with strong prioritization skills, excellent interpersonal abilities, sharp attention to detail, and the capacity to manage multiple tasks in a fast-paced environment. The Front Desk Administrator provides exceptional reception and hospitality support along with occasional administrative assistance to other departments as needed.

Duties and responsibilities

• Welcome visitors, anticipate needs, answer questions, and assist with arrival, office orientation, and departure.
• Oversee visitor hospitality by coordinating meeting needs and ensuring guests are welcomed and comfortably accommodated.
• Answer, screen, and route incoming calls to the appropriate contacts.
• Maintain security procedures by logging guests, issuing visitor passes, identifying potential risks, and alerting the appropriate parties during emergencies.
• Exercise a high level of professionalism, integrity, and discretion when handling confidential information and interacting with senior executives, clients, and external partners.
• Support Office Services by coordinating maintenance requests with building operations, submitting tickets, tracking progress, and ensuring timely resolution.
• Manage firm’s credit card reader to accept payment from employees for parking, postage, and other incidentals.
• Manage conference room scheduling in Outlook and assist with event logistics, including room reservations, A-V needs, catering, and setup. Maintain a neat, orderly reception area and shared public spaces.
• Assist the People team with logistics for meetings, recruiting, training, and related initiatives.
• Maintain the intranet phone directory and weekly lunch menu.
• Help coordinate and support the firm’s engagement events, including seasonal gatherings such as summer and winter parties.
• Arrange front desk coverage during breaks, vacations, and other absences, and train temporary coverage as needed. Serve as back-up support for Office Services team members.
• Complete special projects and additional administrative duties as assigned.

Requirements and Qualifications

• Minimum of High school diploma or equivalent.
• At least two years of experience in an administrative or front desk role, similar experience working in a financial or professional services environment preferred.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Demonstrated ability to contribute positively and consistently in a fast-paced, evolving work environment.
• Possess strong attention to detail and the ability to effectively prioritize multiple tasks in a dynamic environment with distractions.
• Ability to adhere to an expectation of complete confidentiality on all business matters.
• Excellent communication (verbal and written) as well as interpersonal skills; proven ability to take initiative and build strong, productive relationships.
• Ability to interact professionally with employees at all levels clients, vendors, and candidates, along with the ability to work independently.
• Demonstrated ability to learn, be intellectually curious, and maintain a forward‑thinking mindset.
• Availability to work in the office Monday – Friday, 8:00am – 4:30pm.
• Able to lift or move up to 20–25 lbs when supporting Office Services needs.