Guest Services Coordinator

Aquarian Holdings Guest Services Coordinator

Aquarian Holdings is seeking an exceptional individual to join our Workplace Services team as a Guest Services Coordinator, reporting to the Hospitality & Workplace Experience Manager. The Guest Services Coordinator is accountable for the end-to-end coordination and execution of all guest experiences, including VIP visits and office catering activities. Serving as the central point of coordination and relationship owner, the Coordinator oversees planning, logistics, stakeholder communication, and service delivery to ensure seamless execution and consistently exceptional experiences that reflect Aquarian's commitment to excellence. This individual is continuously elevating the guest experience through insights, analytics, feedback trends, and hospitality best practices while helping the organization create memorable and meaningful experiences for guests. This position is five days per week in office in New York City, with flexibility required to support early arrivals, late departures, catering schedules, and changing business needs.

Responsibilities:

• Partner with Executive Assistants, hosts, Reception, Security, and Workplace Services teams to develop and execute detailed visit plans
• Coordinate guest visits from pre-arrival preparation through departure, ensuring each touchpoint is organized, welcoming, and aligned with Aquarian standards.
• Own and maintain guest preference profiles, visit history, service standards, and related guest information within approved systems, ensuring accuracy, consistency, and appropriate discretion.
• Prepare for daily guest activity and ensure clear ownership and handoffs before each arrival.
• Welcome, escort, and orient guests while coordinating visit logistics and transitions.
• Serve as an attentive point of contact during active visits and escalate issues appropriately.
• Coordinate and support VIP and Tier One visits ensuring exceptional execution, service continuity, and stakeholder communication throughout the guest journey.
• Serve as the primary point of contact for office catering, overseeing coordination, delivery, setup, presentation standards, service readiness, replenishment, and issue resolution.
• Technologically proficient and comfortable maintaining accurate records, guest preferences, calendars, communications, and operational systems.

Ideal Profile and Characteristics:

• Demonstrates an uncompromising commitment to excellence, ownership, and accountability, consistently delivering high-quality results with intentional urgency, sound judgment, and attention to detail.
• Thrives in a high-performance environment, embraces continuous learning and feedback, and demonstrates a genuine desire to grow while contributing to the continued evolution and scaling of the organization.
• Genuine hospitality mindset with a warm, polished, confident, and highly discreet presence.
• Strong anticipatory service instincts with the ability to identify and respond to both stated and unstated guest and host needs.
• Natural relationship builder who earns trust and creates personalized experiences through consistency, professionalism, and thoughtful attention to detail.
• Highly organized and detail-oriented, capable of managing multiple priorities, changing schedules, and competing demands without sacrificing quality.
• Calm and composed under pressure with a practical, solution-oriented mindset and the ability to navigate service disruptions with professionalism and discretion.
• Exceptional interpersonal, written, and verbal communication skills, with the ability to engage effectively with senior leaders, guests, Executive Assistants, vendors, and workplace partners.
• Collaborative team player who partners effectively with peers and cross-functional stakeholders while maintaining clear accountability for assigned responsibilities.
• Flexible, resilient, and culturally aware, maintaining exceptional service standards while adapting to evolving business needs.

Education and Experience:

• Bachelor's degree is preferred but not required; equivalent relevant experience will be considered.
• Three or more years of luxury hospitality, concierge, corporate guest services, reception, events, or other high-touch service experience preferred.
• Demonstrated experience coordinating guest visits, executive meetings, or hospitality experiences from preparation through departure.
• Experience supporting catering, meetings, or events.
• Experience working in a high-expectation corporate, financial services, luxury hospitality, or private-office environment.
• Financial services, private equity, asset management, hedge funds, or family office experience preferred.
• Proficiency with Microsoft Outlook and Microsoft Office. Experience with visitor management, catering, CRM, or guest-preference systems preferred.
• Ability to work onsite five days per week and flex hours are based on guest visits and catering requirements.

Aquarian is an equal opportunity employer. Aquarian is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business and are valued for their skills, experience and unique perspectives. Aquarian does not discriminate on the basis of race, color, creed, religion, sex, national origin, veteran status, mental or physical handicap or disability, age, citizenship status, alienage, ancestry, marital status, sexual orientation, gender identity or expression or any other criteria prohibited under applicable federal, state or local law. Aquarian makes reasonable accommodations for applicants and employees with disabilities in accordance with applicable law.