Receptionist 3

Job Description

Job Description

Job Title: Receptionist 3 / Front Desk Guest Experience Coordinator

Job Description

This role serves as the Front Desk Guest Experience Coordinator responsible for managing the flow of visitors and providing an exceptional front desk experience in a busy office environment. You will greet and welcome guests, handle high volumes of phone and in-person inquiries, support office events and meetings, and execute key facility-related tasks. The position is primarily scheduled Monday through Thursday from 10:00 a.m. to 6:30 p.m. EST with a 30-minute lunch, with opportunities to pick up additional hours when team members are out. You will work as part of a team of receptionists and guest experience coordinators and will primarily be stationed at one desk while supporting two lobby areas.

Responsibilities

• Manage the flow of visitors to the office by greeting and welcoming guests, ensuring they feel comfortable and well-supported from arrival to departure.
• Handle incoming phone calls by answering, taking messages, responding to inquiries, and directing calls to the appropriate contacts in a timely and professional manner.
• Adapt to reception desk assignments and changes based on business needs and team scheduling, including rotating coverage across two lobby areas.
• Engage professionally with clients, employees, visitors, and contractors to understand the nature of their inquiries and provide prompt, accurate assistance.
• Maintain the reception area and public spaces to a high standard of presentation and cleanliness, ensuring they remain welcoming and organized at all times.
• Address client and visitor questions and concerns efficiently, conducting necessary follow-up to ensure satisfaction and a positive guest experience.
• Perform daily opening and/or closing procedures for the front desk, following established protocols and checklists.
• Oversee the efficient sorting, distribution, and handling of incoming mail, packages, and catering deliveries, ensuring they reach the correct recipients or locations.
• Support office events and meetings in designated areas by coordinating logistics, assisting with setups, and ensuring spaces are prepared for attendees.
• Process facility-related requests such as maintenance tickets and meeting or event setups, coordinating with relevant teams to ensure timely resolution.
• Develop and maintain a strong working knowledge of organizational policies, principles, strategies, and programs, staying informed about relevant updates and changes.
• Implement security protocols on a daily basis, including proper registration of all visitors, contractors, and guests in accordance with established rules and procedures.
• Maintain robust visitor and access registration systems, adhering to safety procedures and controlling access through the reception desk.
• Manage records and files with precision and confidentiality, ensuring sensitive information is handled discreetly and stored appropriately.
• Collaborate effectively with a large team of Guest Experience Coordinators and receptionists, building trusted relationships with colleagues and corporate stakeholders.
• Facilitate clear and seamless communication between internal departments, acting as a central point of contact and demonstrating leadership to support credibility and trust.
• Work closely with administrative support staff to maintain designated areas, ensuring they are functional, presentable, and aligned with office standards.
• Balance multiple tasks and competing demands throughout the day, including in-person inquiries, phone calls, email communications, and administrative duties.
• Proactively identify opportunities to improve front desk operations, guest experience, or office processes and propose innovative solutions.
• Provide consistently high levels of customer service, demonstrating a positive, professional, and welcoming demeanor at all times.

Essential Skills

• At least 1 year of administrative or front desk experience.
• Exceptional verbal and written communication skills, with the ability to interact clearly and professionally with a wide range of stakeholders.
• Proven customer service experience, ideally in a high-traffic or client-facing environment.
• Ability to thrive in a busy lobby setting, managing numerous inquiries and requests throughout the day.
• Advanced computer proficiency, including email, Microsoft Office Suite, and business communication tools such as Microsoft Teams and Webex.
• Strong work ethic with high levels of energy, adaptability, and a proactive approach.
• Meticulous attention to detail with excellent multitasking and organizational abilities.
• Proven decision-making skills and a consistent ability to meet deadlines in a fast-paced environment.
• Excellent interpersonal skills with the ability to build and maintain positive relationships with diverse internal and external stakeholders.
• Ability to work both as a highly resourceful team player and independently, with flexibility in schedule as needed.
• Demonstrated ability to handle confidential information discreetly and maintain a high level of professionalism.
• Ability to manage competing demands while delivering exceptional customer service.
• Positive attitude and a welcoming, hospitality-focused demeanor.

Additional Skills & Qualifications

• Prior experience in hotel or hospitality environments is highly advantageous.
• Experience in front desk reception, guest services, or concierge roles.
• Experience in administrative support, including data entry and general office coordination.
• Experience using collaboration and communication platforms such as Microsoft Teams and Webex.
• Customer service experience in high-contact environments such as reception, retail, or service industries.
• Demonstrated ability to identify opportunities for process improvement and propose innovative solutions.
• Comfort working as part of a larger team of receptionists and guest experience coordinators.

Work Environment

This role is based on-site in a professional office environment with two lobby areas, where you will primarily sit at one front desk while occasionally rotating based on business needs. The standard schedule is Monday through Thursday from 10:00 a.m. to 6:30 p.m. EST with a 30-minute lunch break, and there is potential to pick up additional hours when other team members are out on leave or paid time off. You will work closely with a team of multiple receptionists and guest experience coordinators in a high-traffic lobby, interacting frequently with employees, visitors, clients, and contractors. The environment relies heavily on technology, including Microsoft Office, email, and communication platforms such as Microsoft Teams and Webex, as well as office equipment for handling calls, mail, and packages. The role includes overseeing mail, packages, and catering deliveries, coordinating meeting and event setups, and maintaining reception and public areas to a high standard. Parking is available via a garage, which requires payment by the employee. The dress code is professional, reflecting the front-facing nature of the position and the expectation of a polished, welcoming presence at the front desk.

Job Type & Location

This is a Contract position based out of Cincinnati, OH.

Pay and Benefits

The pay range for this position is $20.00 - $20.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Cincinnati,OH.

Application Deadline

This position is anticipated to close on Sep 18, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on us.fitly.work for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.