Associate Facilities Coordinator (R6005)

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. 

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. Please  note this role is within a SCIF. 

Work Environment: 

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

Key Responsibilities: 

• 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 office 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 
• 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 working within or in tandem to a secure space, 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