Job Description

Front Office Coordinator:

Join the Gary Sinise Foundation

At the Gary Sinise Foundation, we support and honor our nation’s defenders. We seek individuals who recognize that freedom and security come at a cost and who are committed to serving those who answer the call to duty. We want team members whose principles and values resonate with our culture of service, commitment, and appreciation.

About the Gary Sinise Foundation

Established in 2011 by actor and humanitarian Gary Sinise, the Gary Sinise Foundation honors and supports our active duty military, veterans, first responders, and their families. Through programs designed to inspire and uplift our nation’s heroes, we aim to make a meaningful difference in the lives of those who serve and sacrifice for our freedom.

About the Role

The Front Office Coordinator at the Gary Sinise Foundation serves as a key contributor to the smooth operation of the office and overall organizational success. This role is a highly organized and proactive professional responsible for managing front desk operations and overseeing the day-to-day administration of the front office. This role involves providing exceptional customer service, coordinating office activities, coordinating calendars, maintaining office efficiency, and ensuring a positive, functional work environment.

This is an on-site role with standard hours of 8am-5pm CDT.

Essential Responsibilities

• Oversee daily office operations, supplies, and vendor relationships.
• Answer and direct phone calls, emails, and inquiries, providing information and assisting as needed
• Coordinate office maintenance, repairs, and facility-related issues.
• Serve as the point of contact for building management and service providers
• Greet and assist visitors, manage reception, and handle calls, mail and deliveries.
• Maintain conference room schedules, meeting setups and A/V equipment.
• Manage security access, badges and monitor employee status updates.
• Keep common areas organized, stocked, and presentable.
• Assist in planning office events and coordinating logistics.
• Provide administrative support to other departments as needed.
• Utilize office technology and project management tools to streamline processes.
• Work with IT and office management to ensure technology functionality.
• Support company meetings, policies and compliance efforts.
• Perform additional clerical and operational tasks as needed.

Knowledge and Skills

• Understanding of office administration, procedures, and best practices.
• Familiarity with facility management and vendor coordination.
• Knowledge of scheduling systems, office technology, and basic IT troubleshooting.
• Awareness of health, safety and security protocols in an office setting.
• Ability to prioritize tasks and manage multiple responsibilities efficiently.
• Strong verbal and written communication for interacting with employees, vendors, and visitors
• Proactive in identifying and resolving office-related issues.
• Comfortable using software (e.g., Microsoft Office) and managing office equipment.
• Friendly and professional demeanor with a focus on creating a positive office experience.

Education and/or Experience:

• Bachelor’s degree in a related field is preferred but not required.
• Experienced assisting with office meetings and event planning is preferred.
• Ability to work independently, prioritize tasks, and collaborate across departments
• 2-5 years of experience in a front desk or office administration role.
• Background in scheduling and coordinating meetings, including A/V setup and virtual conferencing.
• Familiarity with office supply management, vendor coordination, and facilities maintenance.
• Experience managing security access, badges, and building-related tasks is a plus.
• Familiarity with military and first responder communities is preferred.
• Valid driver’s license and reliable transportation is a requirement.

Work Environment

• On-site role working within standard hours of 8am-5pm CDT.
• Full-time position.

The Gary Sinise Foundation is an equal opportunity employer.

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