Associate Facilities Coordinator
Shield AI is a U.S. defense-technology company developing AI-powered autonomy software and autonomous aircraft for military and allied operations.
Funding history
Investors
About Shield AI
Shield AI builds Hivemind, an end-to-end AI-pilot and mission-autonomy software platform for resilient operations in GPS- and communications-denied environments, alongside aircraft and simulation products including V-BAT, X-BAT, and Aechelon.
Skills
Candidate Availability
Required and preferred rules are kept separate and reflect the wording in the original posting.
About the Role
You will manage front desk and visitor services, coordinate office operations and vendors, maintain workplace supplies and equipment, support events and executive visits, and help prepare workspaces, badges, and access for onboarding and offboarding.
Requirements
- High school diploma or equivalent
- 1–3 years of experience in a front desk, receptionist, administrative, office coordination, facilities, or customer-facing role
- Upper-Intermediate English proficiency
- Verbal and written communication skills
- Microsoft Office or Google Workspace proficiency
- Experience managing phones, calendars, and visitor coordination
- Multitasking and prioritization skills
- Organizational skills and attention to detail
- Ability to handle sensitive and confidential information
- Ability to work independently and solve day-to-day office issues
Responsibilities
- Greet and assist visitors
- Manage emails and general inquiries
- Coordinate visitor access, badging, and check-in
- Maintain front desk organization and readiness
- Schedule meetings and manage conference room bookings
- Support mail distribution, deliveries, and office supply inventory
- Coordinate vendors and workplace service providers
- Manage cleaning, maintenance, internet, utilities, and other workplace services
- Support office events, executive visits, customer meetings, and company activities
- Maintain records and handle sensitive information
- Maintain office equipment and coordinate repairs
- Procure workplace supplies, furniture, and materials
- Maintain inventory of office equipment, assets, and supplies
- Coordinate onboarding and offboarding workspace readiness, badges, equipment, and access