Receptions and Facilities Assistant

Reception & Facilities Assistant

The Reception & Facilities Assistant plays a key role in supporting catering, facilities, and daily office operations, helping maintain an organized, efficient, and service-oriented workplace. This position is responsible for coordinating meetings and events, including planning, setup, catering logistics, and breakdown

The role also supports facilities operations by liaising with vendors and maintenance staff, monitoring office conditions, and ensuring that conference rooms and common areas are clean, stocked, and fully functional. A high level of attention to detail and proactive problem-solving is essential.

In addition, this position provides front desk coverage as needed, serving as a primary point of contact for clients, guests, and employees while maintaining a welcoming and professional office environment.

Key Responsibilities

Catering & Hospitality Support

• Assist with planning and execution of internal meetings and events
• Coordinate catering logistics, including setup, breakdown, and vendor management
• Maintain kitchen, pantry, and common areas to ensure cleanliness and organization
• Monitor and restock supplies; manage inventory for snacks and beverages
• Oversee conference room scheduling and reservations
• Prepare and distribute regular catering/event reports
• Process and reconcile catering expenses and invoices
• Conduct daily walkthroughs to ensure readiness of meeting and common spaces
• Provide training on conference room and catering procedures to staff
• Maintain and update catering guidelines, vendor lists, and budget protocols
• Support administrative and operational projects across departments

Reception & Client Services

• Greet clients, visitors, and staff in a professional and courteous manner
• Answer and route incoming calls, emails, and inquiries
• Escort guests and ensure a high level of client experience
• Maintain visitor logs and coordinate building access
• Ensure consistent reception desk coverage
• Keep office directories, contact lists, and internal resources up to date
• Arrange travel, lodging, and dining for guests and visiting professionals
• Provide basic A/V support and coordinate with IT as needed
• Assist with general office support, including onboarding and visitor preparation

Facilities & Security Support

• Coordinate with building security for visitor access
• Maintain awareness of office activity to support safety protocols
• Partner with facilities and operations teams to address maintenance needs

Qualifications

• Associate’s or Bachelor’s degree required
• Minimum of 2+ years of experience in a professional office environment (reception, hospitality, or administrative support preferred)
• Proficiency in Microsoft Office (Outlook, Word, Excel); experience with conferencing and scheduling tools preferred
• Strong organizational, multitasking, and problem-solving skills
• Excellent communication and interpersonal abilities
• High level of professionalism, discretion, and reliability
• Ability to work independently and collaboratively
• Flexibility to work on-site full-time with occasional early or late hours as needed

Physical Requirements

• Ability to sit or stand for extended periods
• Ability to lift and carry items such as catering supplies and office materials (up to ~25 lbs)