Workplace Concierge

Key Responsibilities:

Client & Guest Experience Ownership:

• Own the presentation, functionality, and atmosphere of all client-facing spaces, ensuring they reflect the highest standards of professionalism and brand alignment.
• Champion the guest journey from arrival to departure, ensuring every interaction is warm, efficient, and tailored to individual needs.
• Act as the primary point of contact and escalation for all client-facing services, ensuring swift resolution and proactive communication.
• Greet guests upon arrival and escort guests to meeting rooms ensuring a seamless welcome experience.

Meeting, Event & Vended Hospitality Coordination:

• Support the planning and execution of meetings and events, including room setup, AV coordination, vended catering, and guest logistics.
• Coordinate vended hospitality services including food and beverage setups, third-party catering, and in-room amenities.
• Use scheduling platforms (Book-It and Service Now) to manage bookings and optimize space usage.
• Liaise with clients before, during, and after events to confirm details, resolve issues, and gather feedback for continuous improvement.
• Produce daily, pre & post-event reports to inform service teams, enhancements, and operational planning.

Team Collaboration, Training & Support:

• Support and advocate for vended Hospitality and Reception teams, ensuring alignment and collaboration across all client-facing services.
• Train and develop front-of-house staff, reinforcing service standards, operational excellence, and a culture of continuous improvement.
• Provide mentorship and guidance to team members, fostering a unified and professional front-of-house presence.

Workspace Management & Hybrid Workforce Support:

• Ensure all shared and client-facing workspaces are clean, functional, and ready to support both in-person and remote employees.
• Monitor workspace usage and collaborate with facilities and IT teams to support flexible working arrangements.
• Anticipate and respond to the evolving needs of a hybrid workforce, ensuring hoteling offices, meeting rooms, collaboration zones, and amenities are optimized for productivity and comfort.
• Act as a liaison between employees, guests, and support teams to ensure the workplace experience is seamless and inclusive.

Employee Experience & Advocacy:

• Support the employee experience by ensuring shared spaces are welcoming, functional, and conducive to productivity.
• Act as an advocate for both guests and employees, ensuring feedback is captured, communicated, and acted upon.
• Collaborate with internal departments and vendors to ensure smooth execution of services and alignment with client expectations.

Technology Engagement & Innovation:

• Demonstrate a tech-curious mindset by exploring and adopting tools that enhance service delivery and operational efficiency.
• Utilize innovate tools to streamline guest services and improve client engagement.
• Manage and update digital room signage to ensure accurate, real-time meeting information and branding.
• Use task management apps to support quality assurance, service tracking, and team coordination.
• Prepare for and support the integration of AI-powered booking and reporting tools to future-proof front-of-house operations.

Operational Excellence & Attention to Detail:

• Conduct regular workspace inspections to ensure all flex-spaces meet quality standards and are event-ready.
• Monitor service delivery and lead quality assurance efforts to maintain a consistently high level of service.
• Identify opportunities for improvement and contribute to the evolution of front-of-house service strategies.

Qualifications:

• Minimum 2 years of experience in a receptionist, administrative, or front-of-house role, preferably in a corporate, legal, banking, or hospitality setting.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong interpersonal and communication skills (verbal and written).
• Ability to manage multiple tasks and prioritize effectively.
• Professional demeanor and attire required.
• Technologically adept and quick to learn new systems.
• Ability to lift up to 50 lbs. regularly.
• Strong attention to detail and problem-solving skills.
• Self-motivated with a positive, can-do attitude.
• Experience with A/V equipment setup is a plus.
• Ability to work independently and collaboratively in a team environment.