Front Desk & Workplace Experience Coordinator

1Rivet; Charlotte (NC); On-site; USD 39,000 - 44,000; Full time

Job summary

Striden in Charlotte, NC is seeking a Workplace Experience Admin to ensure a welcoming front-of-house while supporting administrative functions, conference services, hospitality, and facilities. You will coordinate reception, guest access, and office operations for the local office.

The role includes calendar support, onboarding coordination with HR/IT/Facilities, and collaboration with executives and vendors to deliver a seamless workplace experience.

Qualifications

• 3+ years of experience in reception, administrative support, office coordination, hospitality, or a related professional office environment.
• Experience supporting executives or office leadership preferred.
• Strong customer service orientation with excellent communication and interpersonal skills.
• Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously.
• Professional presence and ability to interact confidently with senior executives, clients, visitors, and vendors.

Responsibilities

• Serve as the primary front desk representative for the Charlotte office.
• Welcome and assist clients, candidates, visitors, vendors, and employees in a professional and courteous manner.
• Answer and direct incoming phone calls and inquiries.
• Manage visitor registration, guest access, badges, and building security procedures.
• Coordinate guest arrivals and ensure visitors are properly directed to their contacts or meeting locations.
• Maintain a polished, organized, and professional reception area at all times.
• Provide general administrative and clerical support to office leadership and employees.
• Assist with calendar management and scheduling support as needed.
• Assist with scheduling meetings, preparing materials, and coordinating logistics for internal and external meetings.
• Support onboarding activities, including workspace setup and coordination with HR, IT, and Facilities.
• Provide backup administrative support to Executive Assistants as needed.
• Maintain office records, contact lists, directories, and operational documentation.
• Maintain conference rooms and meeting spaces to a high standard of cleanliness, organization, and readiness.
• Coordinate meeting setups, catering deliveries, beverage service, room resets, and special meeting requests.
• Support executive meetings, client meetings, recruiting interviews, trainings, and internal events.
• Coordinate conference room schedules and meeting logistics.
• Partner with IT to assist with meeting technology, videoconferencing, presentation support, printing, and scanning needs.
• Maintain pantry areas so they remain clean, organized, stocked, and professional.
• Order, receive, stock, rotate, and replenish snacks, beverages, coffee/tea service, and related pantry supplies.
• Maintain food safety, cleanliness, appliance upkeep, refrigerator clean-outs, and overall appearance of shared food and beverage areas.
• Support breakfasts, lunches, all-hands meetings, trainings, and special events with hospitality coordination.
• Maintain company swag, promotional materials, and employee experience supplies as needed.
• Coordinate with building management on facilities requests, security matters, emergency procedures, and building communications.
• Manage badges, access needs, visitor procedures, office records, common areas, storage spaces, printers, and shared resources.
• Coordinate desk reservations, seating logistics, workstation readiness, and support for employees, visitors, guests, and new hires.
• Perform office walkthroughs to ensure common areas, conference rooms, pantry spaces, and reception are properly maintained.
• Manage incoming and outgoing mail, packages, FedEx, USPS shipments, and office deliveries.
• Sort and distribute deliveries and prepare outgoing shipments as needed.
• Track inventory, supply ordering, vendor usage, office subscriptions, vendor accounts, and operational documentation.
• Coordinate with HR, IT, Facilities, Security, building management, and external vendors to address office needs efficiently.
• Order and maintain office supplies, ensuring appropriate inventory levels to support business operations.
• Support special projects, office initiatives, service standards, vendor performance, and ad hoc workplace experience or hospitality projects.
• Provide a polished client, visitor, and employee experience through professionalism, responsiveness, discretion, and attention to detail.
• Build positive and professional relationships with employees, clients, vendors, building management, and other stakeholders.
• Research and recommend services such as restaurants, hotels, catering, and other workplace-related services.
• Anticipate employee and guest needs and proactively address issues to ensure a seamless workplace experience.
• Other tasks may be assigned as needed.

Skills

Reception

Office coordination

Hospitality

Customer service

Communication

Multitasking

MS Office

Tools

Microsoft Office Suite

Job description

Striden in Charlotte, NC is seeking a Workplace Experience Admin to ensure a welcoming front-of-house while supporting administrative functions, conference services, hospitality, and facilities. You will coordinate reception, guest access, and office operations for the local office.

The role includes calendar support, onboarding coordination with HR/IT/Facilities, and collaboration with executives and vendors to deliver a seamless workplace experience.