Facilities Coordinator (R4742)

Founded in 2015, Shield AI is a venture-backed deep-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include the V-BAT and X-BAT aircraft, Hivemind Enterprise, and the Hivemind Vision product lines. With offices and facilities across the U.S., Europe, the Middle East, and the 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. 

What you'll do:

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

Required qualifications:

High school diploma or equivalent (Associate’s or Bachelor’s degree preferred)

1–3 years of experience in a front desk, receptionist, administrative, or customer-facing role

Strong verbal and written communication skills

Proficiency in Microsoft Office (Outlook, Word, Excel) and/or Google Workspace

Experience managing phones, calendars, and visitor coordination

Ability to multitask and prioritize in a fast-paced environment

Strong organizational skills and attention to detail

Professional demeanor with a customer-service mindset

Reliable, punctual, and able to handle sensitive/confidential information

Preferred qualifications:

Associate’s or Bachelor’s degree in Business Administration, Communications, or related field

Experience in a corporate or high-growth blended manufacturing/office environment

Familiarity with visitor management systems (e.g., Envoy, iLobby)

Experience supporting facilities, office operations, or workplace services

Basic knowledge of access control systems and office security protocols

Proficiency with scheduling tools (e.g., Outlook calendars, conference room booking systems)

Experience coordinating vendors, deliveries, and events

Ability to support event coordination (meetings, trainings, office events)

Strong problem-solving skills with the ability to work independently

Experience handling confidential or sensitive information in a professional setting