Associate Facilities Coordinator (R6005)

The role

This role is the first point of contact for visitors, clients and employees at the office. It covers front desk operations, office coordination and day-to-day administrative and facility support.

What you will do

• Greet and assist visitors with a positive, professional first impression
• Manage emails and general inquiries, routing as appropriate
• Coordinate visitor access, badging and check-in processes
• Maintain office organization, cleanliness and readiness
• Schedule meetings and manage conference room bookings
• Support mail distribution, deliveries and supply inventory
• Coordinate with vendors and service providers as needed
• Partner with Facilities, IT and Security teams on workplace needs
• Maintain accurate records and handle sensitive information with discretion

Required qualifications

• High school diploma or equivalent
• 1 to 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 prioritize in a fast-paced environment
• Strong organizational skills and attention to detail
• Professional demeanor with a customer-service mindset
• Active Secret security clearance

Nice to have

• Associate or Bachelor's degree
• Experience working within or alongside a secure space or SCIF
• 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

Benefits

• Bonus for full-time regular employees
• Benefits for full-time regular employees
• Equity for full-time regular employees
• Temporary benefits package for temporary employees, applicable after 60 days of employment

Before you apply

• Active Secret security clearance is required
• All offers are contingent on a cleared background and possible reference check
• Military fellows and part-time employees are not eligible for benefits
• Salary depends on factors including skill set, experience, licenses and certifications, and work location

About the company

Shield AI is a venture-backed defense-tech company that builds intelligent systems to protect service members and civilians. Its products include Hivemind autonomy software, V-BAT and X-BAT aircraft, and Aechelon simulation technologies.