Receptionist/Event Coordinator

Title: Receptionist/Event Coordinator

Responsibilities

Reception (50%)

• Greet clients and visitors with warmth and professionalism
• Manage phones, email inquiries, guest check-ins, and access coordination
• Maintain reception desk operations, including visitor logs and daily communications
• Support travel and hospitality arrangements for visitors (e.g., car service, restaurant bookings)
• Coordinate and update office seating maps, directories, and internal tracking reports

Event Coordination (50%)

• Assist with setup and breakdown of meetings and events, including food service and room configuration
• Manage catering orders and pantry supplies; maintain kitchen and service areas
• Distribute daily and weekly event schedules to internal stakeholders
• Track catering budgets and reconcile related credit card expenses
• Monitor and maintain common areas, conference rooms, and visitor offices throughout the day

Administrative Support

• Process vendor invoices and support general administrative duties
• Collaborate with HR, Facilities, and Operations on special projects
• Serve as a member of the Emergency Procedures team and assist with onboarding new admin staff

Requirements

• 2–3 years of experience in reception, hospitality, event planning, or catering
• Strong organizational skills and attention to detail
• Comfortable in a high-touch, fast-paced professional services environment
• Tech proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
• Strong verbal and written communication skills; polished and client-facing demeanor
• Able to work occasional early mornings or evenings for event support
• Professionalism, humility, and a service-oriented mindset are essential