Workplace Experience Coordinator / Receptionist

Schedule: Monday – Friday | 7:00 AM – 4:00 PM
Pay Rate: Up to $26.00 per hour
Employment Type: Full-Time

Position Overview

We are seeking a professional, customer-focused Workplace Experience Coordinator to serve as the primary point of contact for employees, guests, contractors, and visitors. This role combines front desk reception, office administration, conference room management, workplace services, and employee support responsibilities to ensure a welcoming, organized, and efficient office environment.

The ideal candidate will possess strong communication skills, excellent organizational abilities, and a proactive approach to supporting daily workplace operations.

Key Responsibilities

Reception & Visitor Management

• Welcome, assist, and direct visitors, guests, employees, and contractors.
• Sign in visitors and notify employees of guest arrivals.
• Register employees visiting from other locations and assist with workspace reservations.
• Sign in contractors and coordinate with designated site contacts.
• Confirm unscheduled contractor visits with appropriate management personnel.
• Track and manage visitor wristbands, including issuance and return.
• Provide directions and general site information.

Phone & Administrative Support

• Answer incoming calls and direct inquiries to the appropriate department or team member.
• Assist with identifying the correct business contact when needed.
• Support employees with general workplace requests.
• Manage lost and found items.
• Maintain and update menus and workplace communications.
• Start and monitor the lobby information board.

Conference Room & Workspace Management

• Monitor workspace and conference room reservations using Book-a-Room and Power App systems.
• Adjust seating assignments and workspace allocations as needed.
• Track daily reservation activity and workspace utilization.
• Manage late arrivals and post signage according to established procedures.
• Assist employees with Outlook conference room bookings.
• Conduct conference room inspections to ensure rooms remain clean and organized.
• Set up conference rooms for meetings, town halls, and special events.
• Arrange furniture and room layouts based on event requirements.
• Ensure audiovisual equipment, televisions, and monitors are functioning properly.
• Turn monitors and TVs on each morning and off each afternoon.
• Maintain conference room appearance, including window blinds and room organization.

Mailroom & Office Services

• Operate postage and mail processing equipment.
• Sort and distribute incoming and outgoing mail.
• Serve as backup support for mailroom operations.
• Accept deliveries and notify recipients.
• Support office logistics and workplace service requests.

Supply & Inventory Management

• Monitor and replenish office supplies and workplace amenities, including:
  • Clorox wipes
  • Tissues
  • Candy
  • Eyeglass wipes
  • Milk and breakroom supplies
• Order office and workplace supplies as needed.
• Monitor inventory levels for water and beverage stations.
• Ensure coffee stations and copy centers remain stocked and operational.

Employee Support Services

• Respond to workplace concerns and coordinate with site services as needed.
• Assist with gym access requests and maintain access records.
• Monitor workplace technology, including sign-in iPads, and escalate issues when necessary.
• Provide general workplace support to employees and guests.

Weekly & Periodic Responsibilities

Communications

• Prepare and distribute weekly workplace newsletters and announcements.

Equipment Maintenance

• Descale Keurig coffee machines.
• Perform routine cleaning and maintenance of coffee equipment.

Facilities Organization

• Organize storage closets and workplace supplies.
• Create and laminate workplace signage.
• Change water jugs and maintain beverage stations.

Event & Catering Support

• Coordinate food and catering orders.
• Set up and support meetings, lunches, and special events.
• Assist with conference room and event preparation.

Qualifications

Required Skills

• Excellent customer service and interpersonal skills.
• Strong verbal and written communication abilities.
• Professional and welcoming demeanor.
• Ability to multitask and prioritize responsibilities in a fast-paced environment.
• Strong organizational and problem-solving skills.
• Proficiency with Microsoft Outlook and standard office software.
• Ability to work independently and collaboratively with multiple departments.

Preferred Qualifications

• Previous experience in reception, front desk, hospitality, workplace services, office administration, or facilities coordination.
• Experience managing conference rooms, workplace reservations, or office operations.
• Familiarity with workplace management systems and office technology.