Associate Facilities Coordinator (R5454)

Founded in 2015, 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 and V-BAT and X-BAT aircraft. 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 www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube. 

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. 

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 

Highschool Diploma or equivalent (Associate 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 prioritize in a fast-paced environment 

Strong organizational skills and attention to detail 

Professional demeanor with a customer-service mindset 

Experience in a corporate high-growth 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 

This role is Monday to Friday from 8am-5pm, based on-site in San Mateo, CA and requires consistent presence during posted hours.