Front Desk & Administrative Coordinator

POSITION SUMMARY

The Front Desk & Administrative Coordinator is the first point of contact for visitors, vendors, and guests at Aereos. This entry-level role is responsible for managing the front desk, greeting and checking in guests, answering the door, and handling a variety of administrative support tasks including document scanning, digital filing, and photo documentation of parts and materials in the IndustriOS ERP system. This is a highly visible, detail-oriented role that sets the tone for the Aereos visitor experience while supporting daily operations across departments.

KEY RESPONSIBILITIES

Front Desk & Guest Services

• Serve as the first point of contact for all visitors, vendors, and guests entering the facility.
• Answer and monitor the front door; greet guests professionally and notify the appropriate employee of their arrival.
• Manage visitor sign-in, issue visitor badges, and ensure all guests are properly escorted per facility security protocols.
• Answer and route incoming phone calls as needed.
• Maintain a clean, organized, professional front desk and lobby area.

Document Management

• Scan, index, and upload documents (packing slips, certificates of conformance, purchase orders, traveler packets, and other business records) into IndustriOS ERP and designated file systems.
• Verify that scanned documents are legible and properly labeled before uploading.
• Assist departments with document retrieval and filing requests.
• Maintain physical and digital filing systems in an organized and consistent manner.

Parts Photography & ERP Data Entry

• Photograph incoming and outgoing parts, assemblies, and materials per documented procedures.
• Upload part photos into IndustriOS ERP and ensure images are correctly linked to the corresponding job, work order, or part number.
• Maintain photo quality standards — images must be clear, properly lit, and accurately labeled.
• Flag any discrepancies or damaged parts observed during photography to the appropriate supervisor.

General Administrative Support

• Assist Executive, Operations and Accounting teams with administrative tasks as assigned.
• Receive, sort, and distribute incoming mail and packages.
• Support scheduling, printing, and supply ordering as directed.
• Perform other administrative duties as requested by leadership.

QUALIFICATIONS

Required

• High school diploma or GED required.
• Strong attention to detail and commitment to accuracy in data entry and document handling.
• Professional, friendly, and composed demeanor in a customer-facing environment.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
  

Preferred

• 1+ years of experience in a receptionist, administrative assistant, or office support role.
• Experience with ERP systems or document management software.
• Manufacturing or industrial environment background a plus.