Workplace Experience Coordinator, Front Reception Contract, 6 Mo | On-Site, New York | $95/hour
Job Description:
On behalf of our client, we are hiring a Workplace Experience Coordinator, Front Reception to join as the first point of contact for guests, visitors, and employees arriving at our client’s headquarters. Based at the front desk of our client’s Executive Business Center (EBC), you will greet and check in every guest, direct the flow of visitors, deliveries, and meeting traffic throughout the day, and make sure everyone who walks in feels well cared for. From that home base you will also support the broader hospitality team with scheduling, space upkeep, event setup, and programming across the EBC and Wellness Center. The ideal candidate has front desk, reception, or hospitality experience, is comfortable staying calm and organized when several people need something at once, and brings genuine warmth and attention to detail to a busy, visitor-facing role. This is an on-site, front-of-house role. Candidates must be able to lift and carry up to 25 pounds repeatedly throughout a shift (e.g., packages, cases of beverages, chairs, and event supplies), remain on their feet for at least 3 hours per day while greeting guests, escorting visitors, and resetting spaces, and move throughout the building regularly, including walking between the front desk, meeting rooms, and amenity spaces.
Key responsibilities:
Front reception and guest support
Front Reception: Staff the EBC front desk as the primary point of contact forguests and visitors. Greet and check in arrivals, issue visitor badges, notifyhosts, and escort or direct guests to the right meeting room, restroom, oramenity space
Traffic Coordination: Manage the day-to-day flow of the space: track who isexpected and when, keep arrivals moving during back-to-back meetings, receive and route deliveries and packages, field front desk phone and emailinquiries, and flag anything unusual to the Workplace Experience Lead orSecurityGuest Support: Anticipate and take care of guests throughout their visit: offerbeverages, provide directions and local recommendations, help with Wi-Fiand other basic needs, and check in on meetings in progress so guests arecomfortable from arrival to departure
Hospitality team support
Scheduling Support: Assist with scheduling coordination for businessmeetings and events, working closely with the Workplace Experience Leadand Administrative teams to help resolve conflicts and keep the day'scalendar running smoothly
Space & Facility Upkeep: Perform regular walk-throughs of the receptionarea, meeting rooms, and amenity spaces between visits, resetting rooms, restocking supplies, and partnering with the Facilities team on cleanliness and maintenance needs as they come upEvent Support: Assist with room setup and breakdown according tospecifications, ensuring all technology, furniture, and amenities are properlyconfigured
Program Assistance: Support Experience Enrichment programming byhelping with classroom setup, registration, and check-inAdministrative Support: Keep the visitor log and daily front desk notescurrent, and help the Workplace Experience Lead organize information formonthly reports
Minimum qualifications:- 2-3 years of experience at a front desk, reception, concierge, or similarguest-facing role in workplace operations, hospitality, or customer service
- We require at least a Bachelor's degree in a related field or equivalentexperience.
- Enjoys being the first face people see and takes pride in warm, consistentservice that reflects company values
- Stays calm and organized when several guests, calls, and deliveries arrive atonce, and can prioritize on the fly without letting anything drop
- Interacts professionally and discreetly with executives, VIP guests, vendors, and employees
- Dependable about desk coverage: reliably present during coverage hours andproactive about coordinating breaks and handoffs
- Clear written and in-person communication with hosts, Security, Facilities, andthe Workplace Experience Lead, and knows when to escalate
Takes ownership of the reception area and assigned spaces, followschecklists and procedures carefully, and notices small setup or maintenanceissues before guests doAble to autonomously complete large portions of work scoped by others, andshows initiative in solving issues and recommending improvements
Experience with visitor management or badging systems, basic schedulingsoftware, and Microsoft Office or Google Workspace
Open to feedback, asks thoughtful questions, is eager to grow withinworkplace experience, and raises concerns about safety and ethics whenappropriate
Able to meet the physical requirements described above, including repeatedlylifting 25 pounds and being on your feet at least 3 hours a day
Preferred qualifications:- Experience at the front desk of a corporate office, hotel, executive briefingcenter, or event venue
- Experience working with security or visitor management teams on check-inand badging procedures
- Relevant certifications or coursework in hospitality, customer service, orrelated fields
- Experience in technology companies or fast-paced environments
- Basic knowledge of wellness programs or employee amenities
- Interest in learning about art, culture, and storytelling in workplaceenvironments
Why join us:
The front desk is the first impression our client makes on every guest who visits ourheadquarters. In this role you will set the tone for each visit and be part of thehospitality team behind the EBC and our amenity spaces.
Our Leadership Support team plays a crucial role in creating conditions wherebreakthrough AI safety research can flourish.
You'll work in a culture that values impact over sophistication, where everyone contributes regardless of role, and where the mission is the final arbiter in our decisions.
Contract, 6 MonthsOn-Site, New York$95/hour
