Conference Center & Reception Logistics Coordinator

Responsibilities

• Greet and register clients and visitors, fostering a welcoming and professional environment.
• Maintain exceptional service and professionalism while serving as primary receptionist by answering and routing phone calls appropriately and monitoring the voicemail inbox. Coordinate with relevant parties to ensure timely phone message delivery.
• Manage scheduling and logistics for internal and external meetings and conference spaces, including assisting with video conference setup support. Anticipate and proactively resolve space and scheduling conflicts.
• Provide timely and professional administrative support for weekly conference center operations and schedules by confirming all meetings and preparing and distributing daily conference center schedules to relevant Office Administration team members.
• Assist with the setup and breakdown of internal and external catering events, ensuring efficiency and professionalism.
• Maintain the cleanliness and professional appearance of conference rooms, lobby, and pantry areas. Ensure high-quality service delivery for internal and external meetings.
• Generate and maintain monthly conference center usage reports, including meeting frequency and occupancy metrics.
• Manage courier services, shipping and receiving, and all incoming/outgoing mail, packages, and correspondence; ensure accurate addressing and proper postage.
• Assist in coordinating with building management on services and amenities as needed.
• Provide backup support for specific tasks of the Office Services Coordinator and Clerk positions.
• Perform special projects and administrative tasks as assigned.