Workplace Experience Coordinator, Front Reception

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 for
• guests and visitors. Greet and check in arrivals, issue visitor badges, notify
• hosts, and escort or direct guests to the right meeting room, restroom, or
• amenity space
• Traffic Coordination: Manage the day-to-day flow of the space: track who is
• expected and when, keep arrivals moving during back-to-back meetings,
• receive and route deliveries and packages, field front desk phone and email
• inquiries, and flag anything unusual to the Workplace Experience Lead or
• Security
• Guest Support: Anticipate and take care of guests throughout their visit: offer
• beverages, provide directions and local recommendations, help with Wi-Fi
• and other basic needs, and check in on meetings in progress so guests are
• comfortable from arrival to departure

Hospitality team support

• Scheduling Support : Assist with scheduling coordination for business
• meetings and events, working closely with the Workplace Experience Lead
• and Administrative teams to help resolve conflicts and keep the day's
• calendar running smoothly
• Space & Facility Upkeep : Perform regular walk-throughs of the reception
• area, 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 up
• Event Support: Assist with room setup and breakdown according to
• specifications, ensuring all technology, furniture, and amenities are properly
• configured
• Program Assistance: Support Experience Enrichment programming by
• helping with classroom setup, registration, and check-in
• Administrative Support: Keep the visitor log and daily front desk notes
• current, and help the Workplace Experience Lead organize information for
• monthly reports

Minimum qualifications

• 2-3 years of experience at a front desk, reception, concierge, or similar
• guest-facing role in workplace operations, hospitality, or customer service
• We require at least a Bachelor's degree in a related field or equivalent
• experience.
• Enjoys being the first face people see and takes pride in warm, consistent
• service that reflects company values
• Stays calm and organized when several guests, calls, and deliveries arrive at
• once, 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 and
• proactive about coordinating breaks and handoffs
• Clear written and in-person communication with hosts, Security, Facilities, and
• the Workplace Experience Lead, and knows when to escalate
• Takes ownership of the reception area and assigned spaces, follows
• checklists and procedures carefully, and notices small setup or maintenance
• issues before guests do
• Able to autonomously complete large portions of work scoped by others, and
• shows initiative in solving issues and recommending improvements
• Experience with visitor management or badging systems, basic scheduling
• software, and Microsoft Office or Google Workspace
• Open to feedback, asks thoughtful questions, is eager to grow within
• workplace experience, and raises concerns about safety and ethics when
• appropriate
• Able to meet the physical requirements described above, including repeatedly
• lifting 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 briefing
• center, or event venue
• Experience working with security or visitor management teams on check-in
• and badging procedures
• Relevant certifications or coursework in hospitality, customer service, or
• related 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 workplace
• environments

Why join us

• The front desk is the first impression our client makes on every guest who visits our
• headquarters. In this role you will set the tone for each visit and be part of the
• hospitality team behind the EBC and our amenity spaces.
• Our Leadership Support team plays a crucial role in creating conditions where
• breakthrough 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 Months

On-Site, New York

$95/hour