Guest Services & Reception Coordinator (18 month contract)
- Calgary, AB, Canada
Full-time
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Job details
- Job type
- Full-time
- Apply by
- Posting language
- English
- Posted
Original job description
Reporting to the Calgary Workplace Lead, the Guest Services & Reception Coordinator serves as the face of the Calgary office, creating a welcoming, professional, and service-focused experience for employees, clients, executives, guests, and vendors.
This full-time contract position is responsible for reception operations, guest services, meeting and event support, workplace coordination, and maintaining an exceptional office experience.
What You'll Do
As a Guest Services & Reception Coordinator, you will:
The ideal candidate will have:
This position is an approximately 18-month contract intended to provide maternity leave coverage. The contract will conclude when coverage is no longer required. Future employment opportunities may be available based on business needs and organizational requirements.
This full-time contract position is responsible for reception operations, guest services, meeting and event support, workplace coordination, and maintaining an exceptional office experience.
What You'll Do
As a Guest Services & Reception Coordinator, you will:
- Deliver exceptional guest service and create a seamless arrival experience for employees, clients, and visitors.
- Welcome and register guests, notify hosts of arrivals, provide directions, and respond to workplace inquiries.
- Manage incoming calls, shared inboxes and calendars, workplace requests, and daily reception activities.
- Provide information about office services, building amenities, local transportation, restaurants, and nearby points of interest.
- Maintain a clean, organized, and client-ready reception area, meeting rooms, workspaces, and hospitality spaces.
- Coordinate meeting room readiness, room set-ups, catering arrangements, name tags, visitor requirements, and front-of-house event support.
- Assist employees with workspace reservations, office resources, and the effective use of shared spaces.
- Anticipate guest and employee needs while proactively resolving service issues in a professional manner.
- Collaborate with Workplace Services, Facilities, Security, Technology Support, Executive Assistants, and third-party vendors.
- Monitor and replenish workplace supplies and consumables.
- Support building security, emergency preparedness, health and safety initiatives, and business continuity procedures.
- Provide support to other Calgary office locations as required.
The ideal candidate will have:
- Experience in reception, guest services, hospitality, concierge services, corporate front desk operations, customer service, or office administration.
- Outstanding verbal and written communication skills, professional presence, discretion, and a strong customer-service mindset.
- The ability to effectively prioritize tasks, manage competing demands, and remain calm in a fast-paced environment.
- Proficiency with Microsoft Office applications and the ability to quickly learn workplace management systems, reservation platforms, and office technologies.
- Experience supporting meetings, events, catering services, executive visitors, or corporate hospitality programs considered an asset.
- Occasional lifting and moving of workplace supplies, materials and catering items weighing up to 40 lbs.
This position is an approximately 18-month contract intended to provide maternity leave coverage. The contract will conclude when coverage is no longer required. Future employment opportunities may be available based on business needs and organizational requirements.
More about this job
Responsibilities
Manage reception and guest services, including welcoming and registering visitors, handling calls and workplace requests, and maintaining a professional, organized office environment. Coordinate meeting rooms, events, catering, supplies, and shared workspaces while collaborating with workplace teams and supporting security, safety, and business continuity procedures.
Requirements
Candidates should have experience in reception, hospitality, guest services, customer service, or office administration, along with strong communication skills, professional discretion, and a customer-focused approach. They should be able to prioritize competing demands, use Microsoft Office, learn workplace systems quickly, and occasionally lift or move items weighing up to 40 pounds.
Skills
- Guest Services
- Reception Operations
- Customer Service
- Verbal Communication
- Written Communication
- Task Prioritization
- Time Management
- Microsoft Office
- Meeting Coordination
- Event Support
- Catering Coordination
- Workplace Coordination
- Visitor Registration
- Problem Resolution
- Emergency Preparedness
- Health And Safety
Visa sponsorship
Not detected in the job text
Categories
- Customer Service & Support
- Administrative
- Hospitality
- Security & Safety
- Food & Beverage
Keywords
- Reception
- Guest Services
- Visitor Registration
- Front Desk Operations
- Workplace Coordination
- Meeting Room Setup
- Event Support
- Catering
- Shared Inboxes
- Calendars
- Microsoft Office
- Workplace Management Systems
- Reservation Platforms
- Office Technology
- Building Security
- Emergency Preparedness
- Health And Safety
- Business Continuity
- Facilities
- Hospitality
- Customer Service
- Office Administration
- Vendor Coordination
- Workspace Reservations