Reception & Visitor Services Coordinator

The Antwi Group is seeking a professional, welcoming, organized, and dependable Receptionist / Front Desk Coordinator to join our Operations & Administration Department.

Working under the direction of the Office Administrator, Operations Coordinator, and Director / Manager of Operations & Administration
, the Receptionist / Front Desk Coordinator will manage front-desk activities and provide administrative support while creating a professional and welcoming experience for employees, applicants, clients, artists, business partners, vendors, and other approved visitors.

The Receptionist / Front Desk Coordinator will greet visitors, manage incoming calls and general inquiries, coordinate appointments and visitor arrivals, receive deliveries, maintain front-office areas, assist with meeting preparation, and provide general administrative support.

This position requires excellent communication and interpersonal skills, professionalism, discretion, organization, reliability, and the ability to remain composed while managing multiple responsibilities.

• Maintain a professional, organized, and welcoming front-desk environment.
• Greet visitors and determine the appropriate employee or department to assist them.
• Confirm scheduled appointments and notify employees when visitors arrive.
• Follow established visitor-access and workplace-security procedures.
• Answer and route incoming telephone calls professionally.
• Receive and route general company inquiries.
• Take accurate messages and deliver them promptly.
• Monitor approved general email or contact inquiries when assigned.
• Assist visitors with basic approved information regarding the company.
• Coordinate waiting areas and meeting-room access.
• Maintain visitor records when required by company procedures.
• Receive incoming mail, packages, deliveries, and courier shipments.
• Notify appropriate employees regarding important deliveries.
• Assist with outgoing mail and shipping.
• Coordinate approved courier pickups.
• Help schedule meetings, appointments, interviews, and visitor arrivals.
• Assist with meeting-room preparation.
• Maintain front-office calendars and schedules when assigned.
• Assist job candidates arriving for interviews.
• Coordinate candidate arrivals with Human Resources or hiring personnel.
• Assist with vendor and contractor arrivals.
• Provide basic administrative support to Operations & Administration.
• Assist with copying, scanning, filing, data entry, and document preparation.
• Maintain approved company directories and contact information.
• Assist with office-supply monitoring.
• Help maintain organized reception and common areas.
• Report facility, equipment, safety, or security concerns promptly.
• Maintain confidentiality regarding visitors, employees, appointments, company activities, and business information.
• Perform other reasonable administrative and front-office responsibilities consistent with the position.

The Receptionist / Front Desk Coordinator may be the first point of contact for:

• Job candidates
• Clients
• Artists
• Producers
• Business partners
• Vendors
• Contractors
• Service providers
• Professional advisors
• Delivery personnel
• Other approved guests

Visitors should be treated professionally and respectfully while established access and security procedures are followed.

Responsibilities may include:

• Answering incoming calls
• Identifying the purpose of calls
• Routing calls
• Taking messages
• Providing approved general information
• Directing employment inquiries
• Directing vendor inquiries
• Directing client inquiries
• Recording contact information when appropriate

The Receptionist should not disclose private employee contact information, schedules, confidential business information, or other restricted information.

The Receptionist / Front Desk Coordinator may assist with scheduling or confirming:

• Job interviews
• Client meetings
• Artist meetings
• Vendor appointments
• Business-partner meetings
• Department meetings
• Executive appointments
• Service visits
• Other approved meetings

Schedule changes should be communicated promptly to affected personnel.

The Receptionist may help provide a professional experience for employment candidates by:

• Greeting candidates
• Confirming interview appointments
• Notifying Human Resources or hiring managers
• Directing candidates to appropriate waiting or interview areas
• Providing approved application information
• Coordinating interview-room readiness
• Maintaining candidate confidentiality

Questions regarding hiring decisions,…