Office & Hospitality Coordinator

Role Summary

We are seeking a Office & Hospitality Coordinator who embodies warmth, professionalism, and exceptional hospitality. This role is the first point of contact for clients, guests, and team members, setting the tone for a welcoming, polished, and seamless office experience.

This is far more than answering phones. It is about creating an environment where people feel valued, remembered, and cared for, while ensuring the office operates smoothly behind the scenes. The ideal candidate takes pride in their space, notices details others miss, and steps in proactively to deliver an elevated, five-star experience.

What Success Looks Like

• Every client and visitor feels genuinely welcomed, respected, and at ease
• The reception area and shared spaces always reflect excellence and intentional care
• Meetings and guest experiences run smoothly and professionally
• Team members feel supported and confident bringing guests into the space
• The office environment operates efficiently, quietly, and seamlessly

Key Responsibilities

Client & Guest Experience

• Greet clients, prospects, and visitors warmly and professionally
• Create a calm, engaging, and polished front-office experience
• Anticipate needs and provide thoughtful, proactive support
• Ensure guests feel cared for from arrival through departure

Phone & Communication Management

• Answer and route calls promptly, accurately, and professionally
• Provide clear, concise messages and ensure timely follow-up
• Maintain a consistent tone of professionalism and service

Office & Space Management

• Schedule and prepare conference rooms for meetings
• Maintain a tidy, organized, and welcoming reception area
• Keep kitchen and shared areas clean, stocked, and guest-ready
• Support daily office operations with efficiency and attention to detail

Materials, Supplies & Logistics

• Monitor and replenish office supplies and marketing materials
• Process incoming and outgoing mail and deliveries
• Coordinate basic office logistics to ensure smooth operations

Administrative Support

• Assist with light data entry, filing, and administrative tasks
• Support leadership and team members with front-office needs
• Contribute to special projects and events focused on client experience

Who You Are: The Hospitality Profile

We are seeking someone who is naturally:

• Warm & Personable - welcoming, approachable, and positive
• Detail-Driven - notices and fixes small issues before others see them
• Calm & Composed - steady even during busy moments
• Service-Oriented - finds joy in helping people feel comfortable
• Engaging & Present - makes eye contact, remembers names, listens fully
• Proud of Their Space - treats the office like their own home
• Ownership-Minded - takes responsibility without waiting to be asked

Hospitality is not about perfection-it's about intentional care.

Minimum Qualifications

• Experience in a receptionist, front desk, hospitality, or administrative role
• Strong communication skills (verbal and written)
• Proficiency with basic office software and phone systems
• Highly organized with exceptional attention to detail
• Dependable, process-driven, and committed to follow-through

Professional Expectations

• Consistently professional appearance and demeanor
• Ability to manage multiple tasks while maintaining a warm presence
• High level of discretion and confidentiality
• Strong time management and prioritization skills