Front Desk & Meeting Room Coordinator (Boston, MA)

Overview:

This role centers on being the office’s first point of contact, coordinating daily office flow and reception, coordinating meetings, working with Executives and maintaining strong internal and external relationships.

Location:

This is an onsite role located at 115 Federal Street, Boston, MA.

Hours:

8:00AM-4:30PM Monday-Friday, with flexibility for special meetings and events.

Front Desk Operations

• Greet and welcome all visitors, clients, and vendors in a professional and hospitable manner.
• Manage visitor procedures and coordinate guest access.
• Respond to general inquiries and direct visitors to appropriate contacts.
• Maintain a clean, organized, and professional reception area.
• Coordinate deliveries, mail distribution, and courier services.
• Serve as a central point of contact for office-related questions and requests.

Meeting Room Management

• Manage meeting room schedules and reservations.
• Coordinate room setup according to meeting requirements.
• Ensure meeting rooms are clean, organized, and properly stocked.
• Verify functionality of audiovisual equipment, monitors, video conferencing systems, and room technology.
• Conduct daily room inspections to maintain readiness.
• Coordinate with building management and vendors regarding room-related issues.
• Support executive meetings, client meetings, and special events.

Hospitality & Client Experience

• Prepare conference rooms for client meetings and executive events.
• Ensure beverages, refreshments, and hospitality items are available.
• Maintain a welcoming environment that reflects the organization's standards and brand.
• Anticipate guest and employee needs and respond promptly.

Office Operations Support

• Monitor and replenish office, café, cleaning, and printing supplies.
• Assist with onboarding logistics for new employees.
• Support office-wide communications and announcements.
• Assist with event planning and office initiatives.

• Maintain compliance with visitor management and building security procedures.

Education & Experience Required:

• High School diploma or GED and 2 years related experience

Education & Experience Preferred:

• Experience managing meeting rooms, events, or executive support functions preferred.
• 3+ years of experience in reception, office administration, hospitality, workplace operations, or client service.
  

Skills & Competencies

• Exceptional customer service and interpersonal skills.
• Strong verbal and written communication.
• Professional appearance and demeanor.
• Strong organizational and multitasking abilities.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and room reservation systems.
• Ability to prioritize competing demands in a fast-paced environment.
• Strong attention to detail and follow-through.
• Associates or Bachelors degree preferred

Location