Facilities Coordinator (R4742)

Founded in 2015, Shield AI is a venture-backed deep-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include the V-BAT and X-BAT aircraft, Hivemind Enterprise, and the Hivemind Vision product lines. With offices and facilities across the U.S., Europe, the Middle East, and the Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube. 

Job Description:

The Front Desk Coordinator serves as the first point of contact for visitors, clients, and employees, creating a professional and welcoming experience. This role is responsible for managing front desk operations, coordinating office activities, and supporting day-to-day administrative and facilities needs.

• Greet and assist visitors, ensuring a positive and professional first impression
• Manage emails and general inquiries, routing as appropriate
• Coordinate visitor access, badging, and check-in processes
• Maintain front desk organization, cleanliness, and readiness at all times
• Schedule meetings and manage conference room bookings
• Support office operations including mail distribution, deliveries, and supply inventory
• Coordinate with vendors and service providers as needed
• Assist with planning and execution of office events and meetings
• Partner with Facilities, IT, and Security teams to support workplace needs
• Maintain accurate records and handle sensitive information with discretion

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred)
• 1–3 years of experience in a front desk, receptionist, administrative, or customer-facing role
• Strong verbal and written communication skills
• Proficiency in Microsoft Office (Outlook, Word, Excel) and/or Google Workspace
• Experience managing phones, calendars, and visitor coordination
• Ability to multitask and prioritize in a fast-paced environment
• Strong organizational skills and attention to detail
• Professional demeanor with a customer-service mindset
• Reliable, punctual, and able to handle sensitive/confidential information

• Associate’s or Bachelor’s degree in Business Administration, Communications, or related field
• Experience in a corporate or high-growth blended manufacturing/office environment
• Familiarity with visitor management systems (e.g., Envoy, iLobby)
• Experience supporting facilities, office operations, or workplace services
• Basic knowledge of access control systems and office security protocols
• Proficiency with scheduling tools (e.g., Outlook calendars, conference room booking systems)
• Experience coordinating vendors, deliveries, and events
• Ability to support event coordination (meetings, trainings, office events)
• Strong problem-solving skills with the ability to work independently
• Experience handling confidential or sensitive information in a professional setting

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Full-time regular employee offer package:

Pay within range listed + Bonus + Benefits + Equity

Temporary employee offer package:

Pay within range listed above + temporary benefits package (applicable after 60 days of employment)

Salary compensation is influenced by a wide array of factors including but not limited to skill set, level of experience, licenses and certifications, and specific work location. All offers are contingent on a cleared background and possible reference check. Military fellows and part-time employees are not eligible for benefits. Please speak to your talent acquisition representative for more information.

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Shield AI is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender identity or Veteran status. If you have a disability or special need that requires accommodation, please let us know.