Front Desk & Meeting Room Coordinator (Boston, MA)

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