Workplace Coordinator (Reception & Client Experience)

Position SummaryThe Workplace Coordinator (Reception & Client Experience) is the primary on site resource for reception coverage, guest experience, meeting and hospitality support, and day to day office operations. This role sits at reception and provides a professional first point of contact while supporting facilities, office services, onboarding, and basic IT needs to maintain a well run and client ready workplace.Key ResponsibilitiesFront Desk & Guest Experience (Primary)Maintain consistent reception coverage during business hoursGreet visitors and provide a professional first impressionNotify employees of guest arrivals and support visitor flowAnswer and route incoming calls and respond to general inquiriesManage shared inboxes for guest spaces and conference room requestsCoordinate visitor access, parking vouchers, and badge activationSend daily visitor lists to building securityMeetings & HospitalityMaintain the shared calendar and conference room scheduleCoordinate meetings, including room reservations, catering, and setup and breakdownEnsure conference rooms and shared spaces are clean, stocked, and ready for useMaintain audio and visual equipment and report issues as neededClean and restock conference rooms, kitchen, and pantry areas throughout the dayOffice Operations & FacilitiesHandle incoming and outgoing mail, packages, and shipmentsSubmit and track maintenance requests and coordinate with building management and engineersOrder, stock, and distribute office, pantry, IT, and production suppliesCoordinate vendor services, including copier and equipment supportProvide reprographics and print support when requested or during peak periodsIT & Workplace SupportSet up and replace monitors, docking stations, and workstationsProvide basic IT and connectivity support and coordinate with IT partnersSupport meeting room technology and assist with AV setup as neededCoordinate access for server room and other technical needs where requiredOnboarding, Culture & EventsPrepare new hire workstations, equipment, and suppliesSupport office events and ad hoc requests as neededAssist with office decorating for holidays and internal eventsMaintain flexibility to adjust schedule on occasion, including planned early start times or extended hours to support meetings and office needs