Associate Facilities Coordinator (R6113)

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 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 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 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

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