Receptionist & Workplace Coordinator

Company Overview

Trace Link’s software solutions and Opus Platform help the pharmaceutical industry digitize their supply chain and enable greater compliance, visibility, and decision making. It reduces disruption to the supply of medicines to patients who need them, anywhere in the world. Founded in 2009 with the simple mission of protecting patients, today Trace Link has 8 offices, over 800 employees and more than 1300 customers in over 60 countries around the world.

Our expanding product suite continues to protect patients and now also enhances multi-enterprise collaboration through innovative new applications such as MINT. Trace Link is recognized as an industry leader by Gartner and IDC, and for having a great company culture by Comparably.

The Receptionist and Workplace Coordinator is the first point of contact for our office and plays a central role in shaping the daily employee and visitor experience. This person sets the tone for professionalism, hospitality, and operational excellence. Beyond greeting guests, this role ensures that the workplace runs smoothly. From managing conference rooms and visitor access to coordinating lunches and events, you will be the steady presence that keeps the office organized, welcoming, and efficient.

You will partner closely with IT, Facilities, leadership, and employees across departments to create a clean, safe, and productive environment where people can do their best work. This is a highly visible role that requires strong judgment, attention to detail, and a calm, solutions-focused approach.

• Welcome all visitors and vendors in a professional and courteous manner
• Ensure check in protocol is followed and all visitors are properly logged
• Pre schedule, confirm, and cancel visitors in the visitor management system
• Manage all temporary, vendor, and visitor badges in compliance with company policies
• Notify IT immediately for any badge that needs to be deactivated
• Answer phones, direct calls to the appropriate team members, and take follow-up action when needed
• Manage conference room calendars and support room bookings
• Relocate meetings as needed to accommodate scheduling changes
• Support external meetings and visitors, including ordering, setting up, and cleaning up coffee and catering
• Provide coordination and support for events, meetings, and conference facilities as required
• Oversee daily lunch deliveries for the office
• Manage mail, shipping, and receiving needs for multiple departments
• Support the company desk booking software
• Create and maintain a safe, clean, and rewarding workplace environment
• Continuously improve the reception space and visitor area to ensure it is organized and inviting
• Support office supplies management, landlord relations, safety and security efforts, and other administrative duties as needed
• Actively support an environment of teamwork, cooperation, performance excellence, and personal success
• Serve as a dependable and resourceful partner to employees and leadership

• Monday through Friday availability from 8:30 am to 5:00 pm, with occasional evening or weekend support as needed
• Minimum of 2 years of administrative and or customer service experience
• Professional business attire required daily
• Positive and professional demeanor with a strong sense of urgency
• Strong attention to detail and organizational skills
• Ability to remain calm and composed in a fast paced environment
• Intermediate proficiency with Google Suite including email, Docs, Sheets, and Calendar, or Microsoft Office
• Ability to reach, bend, stoop, push, and pull; frequently lift up to 20 kilograms and occasionally lift or move up to 23 kilograms

US Pay Range: $26.45 - 31.69/hr

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