Office Coordinator/Front Desk

Pope Design Group is seeking an Office Coordinator/Front Desk candidate to provide a professional, welcoming presence and fulfill a vital role as both the front-facing brand ambassador and administrative support for the firm and our leadership team.

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

• 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 8:00 a.m. to 4:30 p.m.
• 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 board production.
• Manage the office café to ensure that it is clean and organized for daily use, including ordering and stocking 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, 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 Design Group 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 & Competencies

• 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.