Associate Facilities Coordinator (R5453)

Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software, V-BAT and X-BAT aircraft, and Aechelon simulation and synthetic reality technologies. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit . 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 facility needs.

What you'll do:

• 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 organisation, 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

Required qualifications:

• Secondary school GCSE or equivalent (Foundation or Bachelor’s degree preferred)

• 1–3 years of experience in a front desk, receptionist, or administrative role

• Strong verbal and written communication skills

• Proficiency in Microsoft Office or Google Workspace

• Ability to multitask and prioritise in a fast-paced environment

• Strong organizational skills and attention to detail

• Professional demeanour with a customer-service mindset

Preferred qualifications:

• Experience in a corporate or high-growth blended manufacturing/office environment

• Familiarity with visitor management systems (Envoy)

• Experience supporting facilities or office operations

• Basic knowledge of access control and office security protocols

• Experience coordinating vendors, deliveries, and events

• Strong problem-solving skills and ability to work independently

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Our international teammates receive a comprehensive total rewards package aligned to your country office location. For full details on compensation and benefits, please consult your talent acquisition partner.