Office Coordinator/Front Desk

Posted Thursday, September 4

Organization

Pope Design Group

Location

St. Paul

Salary / Compensation

Salary & BENEFITS: The annual compensation for this position is approximately $47,000 to $54,000 annually. Salary may be impacted by candidates prior experience and skill level. Full-time individuals in this role are eligible to participate in our benefit programs which include bonuses, profit sharing, 401k contributions, paid holidays, paid time off, continuing education, paid licensure & professional memberships as well as medical, dental, vision, FSA including Medical and Dependent Care, life and short/long term disability programs. For an overview of our benefits, please visit our careers page Careers | Pope Design Group

Description

The Office Coordinator/Front Desk is a professional, welcoming presence and plays a vital role as both the front-facing brand ambassador and administrative support for the firm and our leadership. This role is responsible for ensuring the office environment and visitor experience meets our brand standards. It includes managing a wide range of requests including administrative tasks, service inquiries and facilities management, along with a higher level of administrative support for the firm’s ownership team.

RESPONSIBILITIES INCLUDE:
• Serve as the first point of contact by greeting visitors, managing incoming calls, handling inquiries, and coordinating mail and deliveries.
• This role is required to be onsite at our St. Paul office Monday through Friday from 8:00am – 4:30pm.
• Oversee the reception area, print room and shared spaces ensuring cleanliness and adherence to brand presentation standards.
• Manage facility service needs including maintenance requests, vendor coordination (e.g., janitorial, repairs), telephone systems and security access.
• Assist with printing requests and presentation boards.
• Manage the office Café to ensure that it is clean and organized for daily use, including ordering and stocking the supplies, dishwasher oversight, and setting up seasonal outdoor spaces.
• Plan and execute internal office celebrations (e.g., holidays, themed events); coordinate seasonal décor and assist Marketing with large-scale corporate events as needed.
• Provide high level administrative support to firm owners and assist in managing their schedules, calendar management, communications, emails and with other various tasks as needed by each individual owner.
• Assist ownership with the planning and execution of meetings, events, and client interactions, including catering arrangements, reservations, ticket management for events, client gift purchases, etc.

CLIENT INTERFACE:
• Represent Pope as a brand ambassador, offering a professional and friendly presence to all guests and callers.
• Collaborate with owners to assist with client coordination and management.
• Interface with external vendors related to shipping, office equipment, office services and facilities management.

SKILLS, EXPERIENCE AND COMPETENCY:
• 3+ years of administrative support or hospitality management experience.
• Strong customer service focus, passion, and high degree of social skills.
• Good organizational skills with the ability to manage multiple tasks and deadlines. Competent written and verbal communication skills.
• Working knowledge and efficiency with Microsoft products. A Knowledge of Bluebeam, ChatGPT/Copilot, and SharePoint are a plus.
• Effective communication and people skills to work collaboratively across teams.
• Ability to maintain strict confidentiality regarding work performed and ownership requests.
• Highly organized with the ability to manage multiple interruptions and adjustments to priorities throughout the day.

Website & Contact: We are committed to creating a positive work culture that is supportive, inclusive, and flexible for all, including you! Interested in joining our team – email resumes to Karen Oldenborg in Human Resources koldenborg@popedesign.com or send through our website careers@popedesign.com To learn more about our firm please visit our website at www.popedesign.com. Please provide your resume and portfolio when applying. AA/E.O.E

Contact

Karen Oldenborg
6517891586
koldenborg@popedesign.com