Administrative Assistant

Front Desk Receptionist / Workplace Experience Coordinator

The Front Desk Receptionist / Workplace Experience Coordinator plays a key role in delivering a world-class customer service experience to employees, guests, and visitors in a designated office building. This onsite role serves as the first point of contact at the facility, ensuring a welcoming environment, smooth daily operations, and consistent support for workplace services such as reception, mail, office supplies, and event coordination.

The position is initially a 6-month assignment with the possibility of extension or conversion to a permanent role, and follows standard office hours on weekdays.

Responsibilities

• Serve as the first point of contact for everyone entering the facility by greeting employees, guests, and visitors with a friendly and welcoming demeanor.
• Issue visitor and parking passes, verify appropriate access, and follow established security protocols to maintain a safe and secure environment.
• Answer incoming telephone calls in a professional manner, provide accurate information, and route calls or messages to the appropriate parties.
• Create presentations and deliver information to groups of various sizes in a clear and engaging manner when needed.
• Arrange and confirm recreational, dining, and business activities on behalf of requestors, ensuring details are accurate and communicated clearly.
• Manage janitorial and maintenance work orders as needed, coordinating with appropriate teams to ensure timely completion of tasks.
• Coordinate and execute workplace services including mail handling, office supply services, and support for onboarding activities.
• Acknowledge and respond to inquiries or complaints from employees, guests, and coworkers, providing solutions in a professional, customer service-driven manner.
• Organize and manage onsite events by securing event space, coordinating room setup and tear down, and arranging delivery of necessary supplies.
• Follow property-specific security and emergency procedures, and promptly notify appropriate parties to ensure the safety of all individuals in the building.
• Coordinate with vendors who supply services or goods to the workplace, ensuring they meet expectations and follow site procedures.
• Explain detailed and sometimes complex information within the team, ensuring clarity and consistency in communication.
• Follow specific directions provided by leadership and adhere to clearly defined duties, methods, and tasks described in detail.
• Use existing procedures to solve straightforward problems, escalating issues when necessary and exercising discretion within established guidelines.
• Provide general administrative support related to front desk operations and workplace experience activities as required.

Essential Skills

• High School Diploma or GED.
• Up to 2 years of job-related experience in front desk, reception, customer service, or administrative support roles.
• Ability to follow basic work routines, standards, and established procedures in daily tasks.
• Strong verbal and written communication skills to exchange straightforward information clearly and professionally.
• Working knowledge of Microsoft Office products, including Word, Excel, Outlook, and similar applications.
• Strong organizational skills with the ability to manage multiple tasks and priorities in a busy office environment.
• Inquisitive mindset with a willingness to learn and understand workplace processes and services.
• Professional telephone etiquette and ability to make a positive first impression with callers and visitors.
• Ability to adhere to security and emergency procedures and follow property-specific protocols.

Additional Skills & Qualifications

• Experience serving as the first point of contact at a front desk or reception area in a corporate or professional setting.
• Demonstrated ability to greet visitors, issue passes, and follow security protocols in a consistent and accurate manner.
• Experience creating presentations and speaking to groups of various sizes in a clear and confident manner.
• Experience in arranging and confirming recreational, dining, or business activities on behalf of colleagues or clients.
• Prior exposure to workplace services such as mail handling, office supply coordination, and onboarding support.
• Experience organizing onsite events, including room setup, tear down, and coordination of supplies and vendors.
• Customer service-oriented approach with a focus on delivering a world-class experience to employees and guests.
• Ability to work within clearly…