Workplace Experience Coordinator - Front Reception

Workplace Experience Coordinator - Front Reception

Location: San Francisco, CA

Schedule: Onsite, 5 days/week | 8:00 AM-4:30 PM

Contract: 12-month W2 contract with potential to extend

Pay Rate: $80-$95/hour

Russell Tobin is supporting a leading AI technology company in hiring a seasoned Workplace Experience Coordinator - Front Reception to serve as the first point of contact for guests, visitors, executives, and employees at its San Francisco office.

This is a highly visible, hospitality-forward role based at the front desk of an Executive Business Center. The ideal candidate brings the polish of a corporate receptionist or concierge while also being comfortable acting as a "traffic controller" in a high-volume, fast-moving environment.

You'll manage guest arrivals, meeting traffic, deliveries, badging, scheduling, and front-of-house operations while partnering closely with Workplace Experience, Security, Facilities, and Administrative teams. This role is best suited for someone who stays calm under pressure, anticipates needs, communicates confidently, and takes ownership of creating a seamless guest experience.

What You'll Do

Front Desk & Guest Experience

• Serve as the primary point of contact for guests, visitors, executives, vendors, and employees entering the Executive Business Center.
• Greet and check in visitors, issue badges, notify hosts, and escort or direct guests to meeting rooms and amenity spaces.
• Provide a polished, welcoming, and attentive experience from arrival through departure.
• Assist guests with beverages, Wi-Fi, directions, local recommendations, and other onsite needs.
• Maintain discretion and professionalism when interacting with executives, VIPs, and external guests.

Front-of-House Traffic Coordination

• Manage a high volume of guest arrivals, meetings, deliveries, calls, and competing requests throughout the day.
• Track expected visitors and maintain an organized flow during back-to-back meetings and high-traffic periods.
• Receive and route packages and deliveries.
• Monitor front desk phone and email inquiries and escalate unusual situations to Workplace Experience or Security.
• Partner closely with Security on visitor access, check-in, and badging procedures.

Scheduling & Meeting Support

• Assist with scheduling and coordination for business meetings, executive visits, and events.
• Work closely with Workplace Experience and Administrative teams to resolve calendar conflicts and keep the day's schedule running smoothly.
• Use Google Calendar and Slack regularly to coordinate with internal teams and meeting hosts.

Space & Facilities Support

• Conduct regular walk-throughs of reception, meeting rooms, and amenity spaces.
• Reset meeting rooms between visits and ensure spaces are guest-ready.
• Restock beverages, supplies, and other hospitality items.
• Identify cleanliness, maintenance, or setup issues and coordinate with Facilities to resolve them.

Events & Programming

• Assist with meeting and event setup and breakdown, including furniture, technology, supplies, and amenities.
• Support onsite workplace and employee experience programming.
• Help with registration, classroom setup, and guest check-in for programs and events.

Administrative Support

• Maintain accurate visitor logs and daily front desk notes.
• Help organize information for Workplace Experience reporting.
• Follow established operating procedures, checklists, and escalation protocols.

What We're Looking For

• 2-3+ years of experience in a corporate reception, front desk, concierge, hospitality, executive briefing center, workplace experience, or similar guest-facing role.
• Experience working in a fast-paced, high-volume front-of-house environment.
• Strong hands-on experience with Google Calendar and Slack.
• Comfortable managing multiple guests, meetings, calls, deliveries, and requests simultaneously.
• Polished and hospitality-minded, while confident enough to be directive when managing visitor and meeting flow.
• Strong written and verbal communication skills.
• Demonstrated ability to work effectively with Security, Facilities, Administrative, and Workplace teams.
• Comfortable interacting professionally and discreetly with executives and VIP guests.
• Strong attention to detail and the ability to notice and resolve issues before they affect the guest experience.
• Dependable and committed to consistent front desk coverage.
• Able to work independently, take ownership of assigned responsibilities, and proactively recommend improvements.
• Experience with visitor management, check-in, or badging systems preferred.
• Experience with Google Workspace or comparable productivity tools.

Strong Candidates May Also Have

• Experience in a corporate headquarters, technology company, luxury hotel, executive briefing center, or high-volume event environment.
• Experience supporting executive or high-profile visitors.
• Previous partnership with corporate Security or Facilities teams.
• Experience with workplace events, hospitality programming, or employee amenities.
• Hospitality, customer service, workplace operations, or related coursework or certifications.

Physical Requirements

This is an onsite, front-of-house position. Candidates must be able to:

• Lift and carry up to 25 pounds repeatedly throughout the workday, including packages, beverage cases, chairs, and event supplies.
• Remain on their feet for at least three hours per day while greeting guests, escorting visitors, and resetting spaces.
• Move regularly throughout the office between reception, meeting rooms, and amenity areas.

Interview Process

The interview process consists of three approximately 30-minute conversations:

• Google Meet
• Google Meet
• Final onsite interview

Russell Tobin offers eligible employee's comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.

Equal Employment Opportunity

Russell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Fair Chance Employment

Russell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Only applicable for San Francisco Candidates: Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.

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