Office Experience Coordinator

Site Lead Position Summary

The Site Lead is responsible for overseeing day-to-day site operations while serving as the primary point of contact for customers, employees, visitors, vendors, and facility stakeholders. This role combines leadership, hospitality, reception, conference center operations, audiovisual support, facilities coordination, mail and office services, and customer service excellence to ensure a seamless workplace experience. The Site Lead is accountable for service delivery, contract compliance, operational efficiency, employee support, and customer satisfaction while maintaining a professional, welcoming, and highly functional office environment.

Key Responsibilities Site Operations & Leadership

• Lead daily operations for managed services functions including mail, hospitality, conference services, reception, facilities coordination, shipping/receiving, and related office support services.
• Serve as the on-site customer contact for service issues, escalations, and operational concerns.
• Assist with employee scheduling, work assignments, training, and workflow management.
• Support staffing, onboarding, development, and performance management activities.
• Monitor service levels, operational metrics, and contractual compliance requirements.
• Ensure all work is completed accurately, efficiently, and in accordance with established service standards.
• Prepare operational reports, service documentation, and other administrative records.
• Promote continuous improvement initiatives and service excellence programs.

Hospitality & Conference Center Services

• Coordinate meetings, conferences, executive events, and special programs.
• Manage conference room readiness by ensuring spaces are fully prepared, stocked, and configured before meetings.
• Monitor conference rooms throughout the day to maintain presentation standards and operational readiness.
• Coordinate room setups, seating arrangements, meeting logistics, and event support.
• Provide white-glove service to employees, executives, clients, and visitors.
• Partner with internal stakeholders and vendors to ensure successful event execution.
• Support catering logistics including order placement, delivery coordination, setup, invoice processing, and post-event cleanup.
• Maintain inventory and readiness of conference room and hospitality supplies.

Audiovisual (AV) & Technology Support

• Set up, operate, and troubleshoot audiovisual and collaboration technologies.
• Support video conferencing platforms, Polycom systems, displays, projectors, microphones, and related equipment.
• Assist meeting participants with conference connectivity and technical issues.
• Verify AV equipment functionality and ensure devices remain charged, updated, and operational.
• Document, track, and resolve technology-related issues.
• Coordinate with technical support teams and vendors when escalations are required.
• Manage conference room technology resources and equipment inventories.

Reception & Visitor Management

• Serve as the first point of contact for guests, visitors, employees, and vendors.
• Answer incoming calls promptly and professionally.
• Greet visitors and maintain a welcoming reception experience.
• Register visitors through building security systems and maintain visitor logs.
• Issue visitor badges and security cards in accordance with company procedures.
• Notify hosts of visitor arrivals and direct guests to meeting locations.
• Maintain visitor access records while ensuring confidentiality and security compliance.
• Provide administrative support and manage shared reception communications.

Facilities Services Coordination

• Provide first-level support for facilities systems, tools, and processes.
• Monitor facilities service requests, shared mailboxes, and work-order queues.
• Coordinate repairs, maintenance activities, and vendor service visits.
• Partner with building management, contractors, and service providers to resolve facility-related issues.
• Conduct routine office inspections and identify opportunities to improve workplace conditions.
• Assist with office reconfigurations, furniture moves, and workspace planning.
• Support occupancy management and employee seating changes.
• Track vendor performance and escalate concerns as needed.
• Assist with workplace safety initiatives, hazard identification, and compliance activities.
• Support special projects and additional facilities initiatives as assigned.

Mail, Print & Office Services

• Oversee mail distribution, shipping, receiving, courier services, and package management.
• Operate multifunction devices, copiers, scanning equipment, and mail processing equipment.
• Support production print services, directing colleagues to portal when necessary.
• Ensure compliance with mail, print, and imaging procedures.
• Maintain office supply inventories and coordinate replenishment activities.
• Process work orders and support operational documentation requirements.

Customer Service & Relationship Management

• Build and maintain strong relationships with customers, employees, executives, vendors, and stakeholders.
• Respond quickly and effectively to service requests and operational concerns.
• Analyze problems and implement appropriate solutions with minimal supervision.
• Communicate professionally with all levels of the organization.
• Maintain confidentiality, professionalism, and integrity in all interactions.
• Identify opportunities to improve service quality, efficiency, and customer satisfaction.

Qualifications

• High school diploma or GED required; associate or bachelor's degree preferred.
• 2+ years of experience in hospitality, facilities, workplace services, conference services, AV support, managed services, or related customer-facing operations.
• Experience supporting corporate conferences, meetings, and workplace operations.
• Knowledge of Microsoft Teams, Zoom, Polycom, and other collaboration technologies.
• Experience working with vendors, customers, and executive-level stakeholders.
• Previous team leadership, training, or supervisory experience preferred.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.

About Us

Come Create at Ricoh:

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of informationhow it is collected, stored, managed, and sharedto unlock the potential in every organization. We deliver services and technologies that inspire our customers' success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest in Yourself:

At Ricoh, you can:

• Choose from a broad selection of medical, dental, life, and disability insurance options.
• Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
• Augment your education with team member tuition assistance programs.
• Enjoy paid vacation time and paid holidays annually
• Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.

Job Info

• Job Identification 8813
• Job Category Digital Services & Delivery
• Degree Level High School Graduate
• Job Schedule Full time
• Locations Dallas, TX, United States
• Driving requirements Non-driver
• Relocation Option Relocation not available
• Sign-on Bonus No